The event planning team here at Lake Tahoe Resort Hotel has extensive experience organizing everything from corporate retreats and team-building meetings to annual shareholders and board meetings, seminars, conferences, and more. Throughout our careers, we’ve helped organize some of the most successful, productive corporate events around. We’ve also attended some of the most disorganized, lackluster, truly disappointing events over the years. Let’s explore some of the common mistakes others make, and make sure your next event doesn’t suffer from any of these!
Imbalance of Communication
Communication should be at the top of your priority list when you’re planning an event. You want to make sure your attendees are receiving detailed information about your event without oversaturating their inboxes. As an event planner, you have to find the sweet spot of sending out direct and useful information to your guests both pre and post-event, without crossing the line of being spammy or overly promotional. Provide them with what they need to know, and make it easy for them to find out more when they’re ready. Build out your website to include everything you want your attendees to know, and use your marketing and advertising pieces to provide the must-have details while showing them where to find more information on your site. Don’t forget to follow up, as well! Once your event is over, send any digital resources you have available as a “thank you” for attending! Keep in touch through the year, so they’re excited to attend your next event as well.
No Backup Plan
You work hard to plan a successful event, and no one ever wants to deviate from those carefully laid plans, but not having an alternative is almost always a recipe for disaster. Work with your venue team to think through everything that could go wrong, so you have a backup plan in place. If you’re working with an experienced, capable team, they’ll have some safety nets in place already, but you should have a good understanding of how your event will be protected. What technology safeguards are in place? What happens if more people show up than expected? You’ll feel more confident and relaxed knowing that there is a Plan B (and probably a Plan C, D, and E!) in place and that your meeting venue team has your back.
Technology is a major component of events, especially if you’re looking into offering a hybrid event! It will be important that you talk through your production and audiovisual needs, as well as your expectations for wi-fi, digital signage, and more with your venue. Will you be live streaming your event? Do you have keynotes or breakout sessions to plan for? What registration capabilities are offered? Here at Lake Tahoe Resort Hotel, we partner with Encore, an innovative, collaborative leader in event planning and A/V technology to provide the best possible technology and service!
Lackluster Beginnings & Endings
What could be worse than a welcome reception that leaves everyone dreading the first day of your event? Or a closing session that everyone is getting up and leaving early from? You should be putting as much time and attention into the opening and closing events as you do for the main event. Personalize things as much as possible, both for your attendees and your brand. Make everyone feel like a VIP from the minute they arrive. Your check-in and registration process should be quick and followed up by a great reception. Your wrap-up session should be exciting, focused on all the highlights of the event, and leave people energized and excited about what they just experienced. Don’t make your pre or post-events an afterthought, give them the attention they deserve, as they will be your first impression and the one that lasts!
Losing Sight of Your Goals
The worst events we’ve ever been to are the ones that lacked an overall structure and strategy. Before you even set a date or book a venue, you should have clear, actionable goals established for the event, then outline the objectives that will help you get there. Those goals and objectives should drive every single decision you make when planning your event. Planning an event with a goal of getting attendees to network? Make it easy for them to connect with smart badges and virtual business cards, plan for extra time between sessions so people can talk, organize a “speed-dating” style lunch meeting to facilitate more introductions! Keep your overall event goals and objectives in mind to create a truly successful event for your attendees.
Not Getting Help
Even the most experienced meeting planner can’t do everything on their own. It takes a team, and whether you have that team in-house, rely on a third-party event planner, or lean heavily on your venue’s event planning team, your event will go more smoothly if you delegate the right jobs to the right experts. Make sure you’re working with an experienced, knowledgeable team that clearly understands your business and event goals. Keep open lines of communication at all times, and keep your team close to really pull off a successful event that won’t have you drowning in stress and to-dos!
Now that you have a better understanding of the most common event planning mistakes we’ve seen, it’s time to start designing a successful event! Book the right Lake Tahoe meeting facility with us today and we’ll be sure to help you plan an engaging, productive corporate event right here in Lake Tahoe. If you have any questions or concerns, please feel free to contact us at any time. We’re open to Q&A conversations and would love to learn more about the type of event you have in mind. We look forward to hearing from you!