Anyone who has ever planned an event knows this: expect the unexpected. Between outlining an itinerary, booking reservations, communicating with attendees, and ordering catering, even the best plan will inevitably have detours. But fear not! While you may not be able to predict every hiccup, avoiding these 7 common event hosting mistakes will help you plan like a pro to deliver an event to remember.
Not designating an event “point person”
Unclear authority in event planning can lead to duplicate efforts or worse – oversight. Assigning an event point person helps ensure nothing falls through the cracks. Whether you choose one person to oversee the entire event or divide responsibilities amongst a few team members, make sure you clearly designate who has decision-making authority and who will communicate with the rental facility.
Not communicating event details adequately
Communicate, communicate, communicate. We all need reminders from time to time, and when you are hosting an event, it is better to over-communicate to guests. Schedule notifications for the weeks and days leading up to the event, including the day before. Include all key details like addresses, times, hotel accommodations, parking instructions, etc. Consider creating an attendee guide or landing page where guests can find important information all in one location.
Not reminding overnight guests of hotel block cut-off dates
Help your attendees take advantage of your discounted hotel block reservations. Remind them regularly of cut-off dates so there is no question about where to stay or when to book. Keep things convenient by reserving rooms at Tru Oxford, Hampton Oxford Conference Center or TownePlace Suites Oxford. Each hotel is only a few minutes’ walk from the Conference Center.
Forgetting to relay last-minute itinerary changes to the facility
At the Oxford Conference Center, our goal is to make your event a success. By keeping us notified of itinerary changes and all of the details, we can ensure the facility is ready for your next activity. We are ready for whatever you need, whenever you need it.
Not sharing building availability with third-party vendors and exhibitors
The best events provide a seamless experience for attendees thanks to clear communication between event hosts and third-party vendors. Make sure your vendors and exhibitors are aware of your facility rental times so they can prep their own teams appropriately.
Underestimating how much time you need to set up & tear down
There’s no such thing as too much time to prepare for an event. Give yourself and your vendors extra cushion around set-up and breakdown times to account for any unknowns. Attendees will thank you for starting on time, and worst-case scenario, you’re ready with time to spare!
Not testing AV presentations beforehand
Don’t assume your AV presentations will work – know they will. Test all your audio-visual needs in advance to avoid unnecessary delays and have a back-up copy of virtual presentations on a flash drive.
By following the event planning tips above, you are well on your way to hosting an outstanding event at the Oxford Conference Center. Give us a call or click here to start prepping for your next corporate gathering!