What are convention planning mistakes you need to avoid as an organizer?
- Choosing the wrong venue
- Lack of collaboration
- Unclear communication
- Not having a timeline
- Not having a backup plan
A convention is a type of event that brings an assembly of people that meet for a common purpose. It brings together like-minded people to learn about shared interests and make networking connections. This type of event centers around membership or affiliation and could be a meeting of members, professionals, delegates, or fans affiliated with a society, profession, or common interest. If you’re an event organizer, this article will explore the different convention planning mistakes to avoid. Continue reading on!
Inappropriate Venue
Choosing the right convention venue will have a big impact on the success of the event. You need to consider your brand image and choose a place that portrays it to your target audience.
In addition, you would not want to underestimate the size of your event. A small space with too many people will be too uncomfortable, while a space too large for your number of attendees will make your convention look like it’s poorly attended. Factor in the accessibility of the venue and consider the accommodation nearby that is available for guests that have traveled a long way.
You also need to consider the venue features and ensure that they match your needs for this convention. For instance, how will the convention materials be brought inside? Will the venue have a ceiling height for your planned special designs? If you’re hosting an agriculture and agrarian convention, you also need to consider the drainage and water system.
Lack Of Collaboration
When it comes to planning a convention, intensive collaboration is needed. Without it, the event could result in complete failure.
A typical convention will include check-in or registration, meet and greet segment or fellowships, booths set-up, presentations, keynote speakers, guest panels, and question and answer sessions. Different areas of the convention will require managers and workers, so delegation of tasks is important for an organizer.
Even the most professional event planners will require assistance in planning such a big event. Make sure to utilize all the creative and logical ideas around you, and make sure that communication is prioritized to ensure that tasks are done properly.
Unclear Communication
A convention is a large-scale event, and the more complicated the planning goes, the more likely you are going to have communication problems. When assigning tasks to other team members, ensure that they understand it properly and that they know what to expect with the outcome. Clear communication is important during this time because you don’t want to have tasks neglected or duplicated.
To ensure that everything is going according to plan, it’s recommended to have regular team huddles so other members can update on their progress. This is also a good opportunity to solve potential problems as well.
Not Having A Timeline
When you organize a convention, you have to contact speakers, staff, vendors, and other important people. You have to coordinate event dates, times, and bookings and stick to your calendar. Each person that has a role in the convention should be on the same timeline and schedule, or there could be serious issues.
Create a schedule by determining the sequence of events for the convention. There should be enough time between events or activities for special guests and attendees to rest. Other than that, you should also establish a timeline for task completion so that all team members know when tasks need to be done.
Not Having A Backup Plan
No matter what type of event you’re planning, you will need a backup plan. Experienced event planners have gone through hundreds of event crises and will understand the impact of a failed event on the reputation of the host. Remember that there is always a chance that something will go wrong. Make sure that you have a contingency plan to deal with unexpected situations and event changes.
To reduce issues on the day of your conference, work with the venue provider and communicate your requirements and needs early, during the planning stage. Fortunately, they have the experience and expertise in seeing potential issues, so they can help prevent these problems before they happen.
Key Takeaway
Avoid these convention planning mistakes, to ensure a successful event for your guests and attendees. A convention is a large-scale event, so collaboration, communication, and time management are key to ensuring that everything gets done. Choose a venue that will accommodate your design needs and has a good location. Aside from that, having a backup plan is important so you can solve challenges immediately.
World Trade Center Metro Manila (WTCMM) is the best convention center in the Philippines, with its strategic location near top hotel accommodations, airport, seaports, the main central business district, and entertainment and cultural facilities. It is fully equipped to handle conventions and offers a minimalistic design to provide limitless flexibility to events. Other than that, WTCMM is the only venue in the country that can stage aviation, agriculture, irrigation, and heavy equipment shows.
If you want to know more about our Manila convention center and event hall features, click here.
