Your event is quickly approaching and it's ready to go! But remember that Murphy’s Law is constantly working which means that something will inevitably go wrong. Here are seven last minute tips to stay ahead of potential obstacles, and make your attendees experience the best it could possibly be. Remember, the difference between a good and a great event often lies within the small details that go into it. Avoid the following mistakes to ensure a smoother, less stressful event:
1. Forgetting to Bring Sunscreen
Remember to bring sunscreen. Inevitably somebody (probably you) will fail to bring sunscreen and will leave your event burnt to a crisp! While your event itself may have been all it was dreamt up to be, if your attendees leave burned and sore, it’s sure to leave them with a bad taste in their mouth. Buy a couple packs of sunscreen, and set up a little booth for all those that forgot to protect their skin from the July sun. It’s a simple, easy solution to a potentially annoying problem. Your attendees will remember that you came through for them, and that your event was thoroughly planned out to the smallest detail.
2. Leaving Your Phone Charger Behind
As the event maker, your event lasts longer for you than it does for those attending, but your phone battery doesn’t really seem to care. You have important things to communicate and apps and files to access, but you need your phone to do it. However, your battery seems to die the fastest on the days you need it most. Instead of worrying about saving your phone battery for only the most important calls or texts, bring your phone charger along with you so you can worry about the things that matter and contact everybody you need to when you need to. Communication is essential to combat the obstacles that arise at your event, so take your phone charger with you. If you don’t want to be stuck standing against the wall the whole time or your event is outdoors, you can buy a portable phone charger that you can carry around in your pocket or purse. It will make your life and your event better.
3. Not Using a Packing List
Before you box everything up to get your event set up, take a moment to keep track of all the gear you packed up. Predictably, you will forget to bring something back with you at the end of a long, but successful day. Having a packing list will help keep track of your belongings and keep an inventory so that you don’t have to buy a new extension cord for your next event.
4. Failing to Use Direction Signs
Yes, people have Google Maps, and maybe the parking lot for your event is right in front of the building you are in, but if people are going to a venue for the first time, they may struggle to find the entrance. These signs, which probably will never be mentioned once your attendee is in the front doors, will make life easier for all those coming to your event. A few simple signs that stand out (you could attach some balloons to them) will save people time and confusion. Don’t just expect people to find your event, guide them to it. As a bonus, these signs can act as free advertising to draw in passerby’s to your event!
5. Not Having an Event Aid Kit
Similar to its cousin, the first aid kit, the Event Aid Kit contains simple, yet essential supplies that can fix any problems your event may sustain. Fill it full of tacks, pins, tape, string, a stapler, staples, glue, paper, batteries, extension cord, USB cables, etc. Things go wrong, but if you have your Event Aid Kit with you, you will be able to come up with a solution to many of the problems that arise. Never let anybody trip over those extension cords again at your events by keeping your Event Aid Kit with you.
6. Poorly Maintained Restrooms
Nobody likes using public restrooms. We all avoid them if we can, but nothing is worse than going into a restroom that looks like it hasn’t seen a cleaning supply since the day it was built. At your event, improve your attendees experience by making sure the restrooms are clean and full of supplies. Assign a person or rotate duties to do regular restroom checks. It’s not a glamorous job, but one that can improve your attendees overall experience.
7. Forgetting the People That Couldn’t Make It
Not everybody who wants to go to your event will be able to make it. Don’t forget to include them in the action by providing a live stream that will give them a taste of everything going on. You don’t even need a fancy camera to do it; you can use your phone! Download Periscope or Meerkat for free and bring people live action from your event. If they weren’t able to make this event, they will want to be at the next one.
What other tips would you include in this list? Comment below to share your experience!