How to Avoid Event Planning Pitfalls

Provided by HaneyBiz Sponsor Legion AVS

Legion AVS is an event production company dedicated to partnering with clients to produce well executed, high quality event experiences.  In addition to providing the equipment and expertise, they go the extra mile by working with other vendors, and taking care of unexpected last-minute tasks.

Danny Burke, Director of Events and Founding Partner of Legion AVS, shares some insight into pitfalls clients fall into when planning events and how to avoid them altogether.

1. Pre-planning: If there is insufficient pre-planning, the whole process will be significantly more challenging. Fire code, room diagrams, power specifications, labor rules, etc. all of these details need to be thought out beforehand. 
   Solution: Do a walk through of the venue with the main vendors. Talk with your vendors about their needs and create a checklist of things you want to know beforehand so you leave with all the information you need.
   
2. Logistics Management: There are a lot of moving parts when it comes to creating events. When you’ve got eight different vendors all providing different services it can be hard to keep track of everything. 
   Solution: While booking vendors, think about the order of operations. Have them arrive on a schedule that keeps things flowing smoothly. For example, don’t bring in your florist before the tables and linens are set. This order of operations will keep you from being pulled in a million directions and keep vendors and staff happy.
3. Lack of Delegation: Inexperienced event planners often try to handle everything themselves. This can lead to delays, frustration and missed details.
   Solution: Staff and vendors are there to make your job easier. Trust them to accomplish the tasks you give them so you can focus on your tasks. If you can’t trust your vendor, they shouldn’t be your vendor.
4. Technology: Technology is often the most glaring issue during an event. Feedback from a microphone, lights losing power or displays flickering. These can be incredibly frustrating to the client and the attendees.
   Solution: A quality event production team. Your Audio Visual (AV) vendor should be able to answer any questions or concerns you may have. They should have a plan in place should something fail. For example, your technical team should have all show critical equipment on battery back-up power sources in case of a power surge or outage.
5. Rehearsal: Lack of rehearsal time can put your event at high risk for mistakes and errors for both the technical team and for the presenters. Often a rehearsal time is scheduled but when things run behind schedule, it is the first thing to get cut. This may cause insufficient rehearsal time for everything to be checked and run through.
   Solution: Schedule in time for delays while still leaving time for the actual rehearsal, even if it is just to click through slides and be on stage. This will help the technical crew know the layout of the event and put the presenters at ease. 

Legion AVS will always be by your side every step of the way through your event to ensure customer satisfaction. Visit their website to see how they can help you!

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