Event Planning Details Everyone Overlooks

What do you need when planning an event? You’ve got your list; you’ve checked, double-checked, and then triple-checked to the point where you’re feeling like Santa Claus, but what if you missed something crucial that didn’t make it onto your list?

There are many complex parts and operations involved in pulling off the perfect event, and while some are indeed incredibly oblivious, there are other aspects that fly so far below the radar that you don’t realize you need them, and you have forgotten all about them until you need them.

And that’s what we are going to look at today: those often overlooked aspects of hosting an event that can make all the difference if you don’t realise you need them.

Toilets

Ensuring you have enough toilets and bathroom facilities is vital for the event. Regardless of how many attendees you expect, it’s always better to have more toilets than you think you might need, especially if your numbers are inflated by a large number of staff or stall holders, for example. No one wants to wait in long queues to use the facilities and potentially miss out on aspects of what is on offer. Whether you opt for a venue with extensive bathroom options or consider porta potty rental options, ensure you’re not missing this functional aspect of your inventory hire list. 

And while we’re on the subject, it’s also vital that you understand if you need extra facilities, such as disabled access stalls, changing room facilities for those who can’t use standard restrooms, or if you need baby changing facilities available.

On-Site Communication

This is particularly important if you’re hosting an event that spans a large area or involves multiple activities. You need to be able to communicate effectively with other attendees, speakers, stallholders, entertainment staff, and anyone else critical to ensuring the event runs smoothly. 

You may find that you need to use walkie-talkies or have cell phones and direct lines of communication to ensure everyone stays connected, such as group chats and an overall chat for everyone. However, ensuring you can keep all parties engaged and connected can help you resolve issues, understand what is happening, and ensure the event runs smoothly as planned.

WiFi

You need WiFi as standard for any event these days, especially when hosting conferences or events that require digital services for displays or communication. And while many event venues offer free basic WiFi as part of their package, it’s often not enough for the larger number of visitors you will be accommodating and requiring to use WiFi.This means you need to source event WiFi or upgrade the packages on offer to ensure that everyone can be connected when they need to. You also need to share the WiFi password, whether via posters around the venue, by giving everyone the code upon entry, or by sending it to them via email or text, so people have it to hand as soon as they arrive.

Supplies

What supplies will you need on the day? Will you need cell chargers, both portable and plug-in? Will you need printer supplies, pens, paper, and spare electronics? Will your team need snacks and drinks for the event, or will you need to provide meals or arrange for off-site catering if they are unable to leave the site? Focus on what you might need for the event by running through the activities and performing demos of any talks or events you will be hosting throughout the day to identify any necessary equipment or supplies to ensure everything runs smoothly.

Backup Plans

Neglecting backup plans is a big no-no and can land you in hot water. For every plan you put into place, consider what will happen if it fails or falls through to uncover options and establish backups, thereby minimizing disruption. 

It’s almost guaranteed that if you don’t have a contingency plan or backup ideas, things will go wrong; you can bank on it. So, consider your options for making changes at the last minute or on the day, and have plans in place to help you implement new measures quickly, ensuring you don’t lose momentum.

Additional Costs

While allocating the event day budget is vital, it’s equally important to have a contingency fund for unexpected expenses. Whether it’s a last-minute replacement or unforeseen fees, having a safety net can provide reassurance that you can cover these costs without impacting your main budget.

Outlets

Are you aware of the position of all of the outlets so you can arrange stalls and electronics effectively? Are there enough outlets for you? Do you need extra power outlets or cables to help you reach outlets and stay plugged in where possible? This is especially important for people who need to charge small devices or laptops, or for stallholders who require a power source if they can’t bring a generator for their equipment. 

Follow Up Actions

Post-event follow-up actions are not only necessary but also vital. They provide valuable insights into the event’s success, attendees’ feedback, and areas for improvement. This information empowers you to organize future events more effectively, avoiding past mistakes and incorporating new aspects you might not have considered. 

Having Enough Staff

Overstaffing your event can help you avoid many common issues when running it. From attending to late arrivals and having personnel available to escort them to their designated locations, so that no one else needs to leave their post to parking attendants and more, you need people on the ground and available. You need to ensure you have enough staff to serve food and drinks, cleaners for bathrooms and general areas, and staff simply to help direct people. The more people you have around, the better things will run, and the more you can overcome any issues due to having support on hand.  

There are many cogs involved in an operation of this kind, and even missing one small cog can impact operations massively. So be thorough, use checklists, position yourself as an attendee, and ensure that you miss nothing that ends up being massively critical ot the event.