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3 common mistakes when organizing an event

This year I have had the opportunity to attend many different events and, besides being particularly happy to see that the celebration business is back on track, I have spotted some mistakes that could be easily avoided.

While organizing an event may not be your core business, I would advise getting in touch with a professional agency. An event planner could take care of the whole organization or provide you with some 1-2-1 sessions or quick training to improve your skills and make a flawless and unforgettable moment.

Here are some common mistakes that you should avoid when organizing and planning an event.

Forget to mention the dress code

Unfortunately, I often come across this one at corporate events and, even, at some weddings.

Dress Code

I have recently been invited to some very interesting conferences and lectures, where I could bring a +1 and the automatic question that follows is “how should I dress for this event?”.

We may live in a more liberal world now, where everyone is accepted as they are and that’s great. However, a two-word phrase doesn’t cost a lot and could save people so much time trying to figure out what to wear.

Mentioning dress codes in the invitations set the tone of the occasion and it also helps prevent disappointments and embarrassments.

Forget to request the special diet requirements

Besides the fact that one person could be deadly allergic to some ingredient; it is crucial to ask the guests if they have special food requirements when planning a seated menu meal.

Nowadays, many people have chosen the healthy path: they reduced dairy and gluten, they do not longer eat red meat, and they consume local and seasonal products as much as they can. It is no longer a trend to be vegan or vegetarian, it is a lifestyle. Therefore, unless the chef has created an all-inclusive menu (which is almost impossible), it is extremely important to ask your guests the question in advance.

Vegetarians

Furthermore, if your guests have a different menu, I strongly suggest avoiding any type of label on the table: “vegan tags” or stickers. A qualified staff could use another kind of technique to remember who has a different meal, without showing it off in front of the rest of the table.   

When you gather a diverse group of people, a solution could be proposing a cocktail reception instead of a seated course. This gives you the opportunity to offer a varied proposal of canapes and live cooking stations where every guest will find happiness. More menu ideas.

Forget to thank your guests

On the day of the celebration, the host may be overwhelmed by many different aspects of the organization and coordination; however, it is key to mingle with your guests and thank them for coming to the party. In addition to this, sending thank you notes after the event to your invitees is a polite and well-appreciated gesture.

Thank you card

If you host a corporate event, sending a thank you note could be done by email and it helps you to follow up on any discussion that happened during the event and also, to get some feedback about it (especially if it is an annual event). It could also be an opportunity to share some information about the coverage of the event, including the photos.

Naturally, the personalization of the email (or letter, for that matter) will depend on the number of attendees. It may take time, but I recommend adding some personal touch.

The same applies to a social event. It is essential that you thank the guests if you held a charity event or fundraiser. It is also imperative to share the amount raised, the projects that will be undertaken in the future, and provide some media coverage (if there was any).

It is not only a matter of courtesy; this action speaks about you and how you treat others. Saying thank you does not cost anything and it is the right thing to do.

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