The table centrepieces are arranged, the decors have been put up, the lights are bright, and the food couldn’t be more delightful. For event planners, this is the goal—an event that’s perfect and planned down to the wire.
Unfortunately, a lot of things can go wrong in any event, corporate or personal. As Murphy’s Law dictates: anything that can go wrong will go wrong. A few small, common sense matters you failed to cover may end up ruining a whole evening of fun for you and your guests.
With that, here’s a list of some small things that can ruin any big event. Hopefully, awareness about the potential problems will allow you to deal with them before they even happen.
Problems with the Music
Music is a must-have in any event. That said, if it’s too loud, becomes a distraction, or just seems out of place, it can become very annoying for your guests. Much like every element of your event, the music needs to be in tune with the occasion’s theme, tone, and setting.
If you’re in the UK, for example, one of the basic things you’ll learn from a professional event planning course in London is that music is a big factor in the success or failure of any party. It sets the mood of the event, or can ruin it if the volume’s too loud, the tune choice is wrong, or the timing is incorrect.
Coordinate with the DJ or whoever is in charge of the music and talk about what type of music should be playing, when to up the volume, and when to turn it down.
Even if the guests don’t have a say as to which speakers will be talking or which sessions they will attend, they will want to know the flow of the programme. Standing around, waiting for things to go on, and wondering what’s next can be very frustrating for all attendees.
Expect the frustration and deal with it ahead of time by listing everything as clearly as possible. Show the draft schedule to someone who is not involved in the planning. If it takes them more than a minute to figure things out, you might want to revise your itinerary.
Going Past the Schedule
No matter how informative or engaging the speakers or activities are, going over schedule is always discouraged. Some of your guests may have plans after your event, and keeping them past the scheduled time will only annoy them.
If you give out a schedule, make sure to stick to it to make sure “disorganised” is not how your event is remembered.
Of course, there are other things that can ruin any event experience. The key to holding a successful one is knowing the possible problems and having a contingency plan in place to immediately address these issues.