12 most common mistakes in organizing corporate events and how to avoid them
Reading time: 6 min
Organizing corporate events is a task that requires perfect planning, excellent logistics, and the ability to deal with various unexpected problems. Regardless of the size of your event, conference, or training, the entire MICE event, regardless of its nature, should be well thought out and buttoned up. Our guide wrote about the 12 most common mistakes in organizing corporate events and ways to avoid them. We invite you to read!
In this guide, you will read about:
- Lack of sufficient cooperation with the event organizer
- Inadequate budget management
- Lack of knowledge of the corporate event location
- No alternative plan for the event format
- Making key decisions too late
- Poorly chosen date for a corporate event
- Inappropriate promotion of a corporate event
- Trouble keeping event attendees engaged
- Unforeseen technical problems
- Lack of adequate insurance for the event
- Bad transport logistics
- Lack of results analysis and feedback after the event
- Recipe for a successful corporate event
1. Lack of sufficient cooperation with the event organizer
Imagine the kitchen of a large and renowned restaurant, where the chef does not cooperate with the team. The assistants do not know what dishes the chef wants to prepare in the end, so they cannot prepare the right ingredients. The waiters, on the other hand, do not know at what time and in what order to serve the dishes to the guests. Translating this into the organization of events, one of the most common reasons for problems is the lack of proper communication between the organizers, partners, and participants. Imprecisely defined assumptions and goals of the event, unclear technical requirements, and the lack of a detailed schedule can lead to confusion and considerable misunderstandings, and ultimately to chaos during the preparation of the event, as well as during its duration.
How to prevent this? Establish precise communication procedures, prepare detailed briefs, and regularly update information for everyone involved in organizing the event.
2. Inadequate budget management
Not keeping track of your budget is like cooking without checking how many ingredients you have on the kitchen table – suddenly, you may run out of the most important elements, and as a result, the dish will be incomplete. Underestimating the goals that the event is supposed to fulfill, and therefore the costs, can lead to financial traps.
How to avoid this problem? Manage your event budget transparently, include all elements of the MICE event, and reserve around 10–15% for unforeseen expenses.
3. Lack of knowledge of the corporate event location
Choosing a venue without checking it out first is almost like serving a new dish without trying it first – it may end up tasting something completely different from expected. If the organizer doesn’t know the space, there may be problems with logistics, lighting, or sound.
What can you do to prevent this? Always visit the MICE event venue in advance, check its possibilities and limitations, and if you have any doubts or questions, consult with the venue managers.
4. No alternative plan for the event format
Every good chef knows that it pays to have a backup plan – if one dish doesn’t work out, there should be another one in store. It’s the same with corporate events – capricious weather, equipment failure, or other unforeseen circumstances can force changes to the plan. For example, spring Rain may force participants to move part of the event from the open space to the conference room. The lack of alternative solutions may cause concern among participants.
How to avoid this? Experiment with different formats, use interactive technologies, and always have a plan B or even C!
5. Making key decisions too late
Preparing an event is like cooking multiple meals at once — a starter, main course, and dessert — if the chef decides late what to cook first, the guests will be left with empty plates. Postponing the decision on the location or agenda results in the lack of availability of some services at the preferred time, and therefore, limited possibilities. Last minute decisions are not a good solution — they can cause chaos and cause participants to feel confused or disappointed.
What can you do to prevent this? Plan, stick to realistic schedules, and keep track of key decision deadlines — don’t leave them until the last minute.
6. Poorly chosen date for a corporate event
The wrong date for an event is like serving dinner in the middle of the night – even the best dishes may not find takers. If the date clashes with other important industry events or the holiday season, attendance may be low.
How to avoid this problem? Plan the event date carefully and consult with key participants.
7. Inappropriate promotion of a corporate event
Organizing an event without effective promotion is like running a restaurant without advertising – even the best, professional cuisine will not attract guests if no one knows about it. Uninteresting, repetitive advertising content or starting the campaign too late can result in the event being unpopular in a given industry.
What steps can you take to avoid this? Invest in a solid promotional strategy weeks before your event. Make sure your ad campaign is tailored to your audience, with compelling visuals and clear messaging that will encourage them to attend.
8. Trouble keeping event attendees engaged
A boring event is basically like a bland dish – no one wants to try it. Poor attendee engagement can be the result of poor event formatting, long, predictable presentations, lack of interaction, or other elements that cause attendees to lose interest.
What preventive measures should you take? Ensure that your corporate event program is diverse and interactive, including engaging panel discussions, workshops, and space for networking. Create an atmosphere that encourages the exchange of experiences and opinions. Plan regular breaks that allow participants to relax and share experiences.
9. Unforeseen technical problems
Technical problems during an event are like a power outage in the kitchen – you can’t cook anything without it. Problems with sound, lighting, multimedia presentations, cameras for online transmission or the Internet can disrupt the course of the event.
What can you do to prevent this? Conduct thorough equipment tests before the event. Make sure that your audio-video equipment, internet, and other technologies are working properly. Additionally, have the right technical support ready to intervene if there are any problems.
10. Lack of adequate insurance for the event
Not having insurance is like running a kitchen without a fire extinguisher – the risk of disaster is huge. Lack of insurance or an improperly selected insurance policy can mean that, in the event of problems, organizers will be forced to cover huge costs.
How can you prevent this? Invest in proper insurance that covers both equipment and attendee safety. Make sure you have coverage in case of venue issues, equipment failure, or attendee injuries. Consult your insurance company to determine the right options for your event.
11. Bad transport logistics
Well-planned transport is a key element, especially for larger events. If your team is scattered, and you want everyone to arrive at one place, you can use the predefined event options available on the worktrips.com platform.
How to prevent this? Plan your transport logistics in advance and use the worktrips.com platform, which facilitates the coordination of transport and, if necessary, accommodation for event participants.
12. Lack of results analysis and feedback after the event
Not analyzing the results is like cooking without trying – you don’t know what can be improved and whether the final taste is really to the guests’ liking. Without feedback, it’s hard to improve subsequent events or conferences.
How to prevent this? Collect feedback from participants and partners, analyze data (e.g., attendance, engagement), draw conclusions, and make corrections.
Recipe for a successful corporate event
Each corporate event is unique and can lead to different types of challenges that cannot be predicted at the beginning of the organizational process. However, proper preparation and planning, as well as clear communication and flexibility in action, will help you significantly reduce the risk of failure. The best option is to use the help of our MICE specialists, who, thanks to many years of experience, know the most common mistakes in organizing events and can avoid them. The WorkTrips team will create an event for you that will be efficiently implemented, tailored to individual needs, but also remembered by the participants. And you will be able to save valuable time and enjoy the comprehensive organization of the event.