No matter what anyone says, when something has to go wrong, it will. This is the general thought that comes to the mind of anyone who has been entrusted the responsibility to plan a corporate event. It does not always have to make one apprehensive to organise an event. Issues will always be there. One must learn to keep calm and be prepared. One can avoid at least a few of the issues of corporate event planning after reading this blog.

1. Cancellations

The success of your event depends on the majority of your guests attending. It just would not do to have your key attendees not turning up. Therefore, plan the dates well in advance and ensure that it is convenient for all your guests to attend. Also, bear in mind the holiday season, a major national sports event happening, other industry functions taking place simultaneously, etc. to ensure maximum turnout at your event. Unfortunately, despite your best efforts, a minor percentage of guests may not turn up. A little tip to counter that would be to send out reminders to all your guests a few days prior to the event. You could also mention how much fun it is going to be as an encouragement for them to attend.

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2. Poor or Delayed Entertainment

Your troupe of artists could arrive late you know. It would be wise to keep in touch and coordinate with them so that the entertainment begins in time. Make sure you have the best in entertainment to keep your guests engrossed for some time. Do not be repetitive. Try a new group or a new act t time. Do your research well and you will find some unique entertainer. Have an idea of what has been most common entertainment during the year and avoid it. Try to keep the show interesting and entertaining.

3. Last minute entertainment cancellations

The entertainment group you booked is unable to make it to your event! Relax. Refer your research list again. Get in touch with other vendors you had contacted while planning the event. You can also ask your venue coordinator for any references. Alternatively, there is always the option of connecting with verified vendors online hamaraevent.com. As a precaution, reserve backup vendors just in case.

4. Parking issues and lost guests 

Imagine your guests having to park at a distance and come walking the way to reach the event due to no parking space available at the venue. What an inconvenience. Do not overlook parking issues. When booking event venues in Mumbai, make sure to check if there is sufficient space for parking for your guests’ vehicles. Another question to ask yourself before booking the party venue in Mumbai is whether the venue is convenient to reach and easy to find. You would not want your guests arriving late at the event just because they got lost while looking for the venue. Provide them with clear and complete directions to the venue. This sounds easy, but it is challenging to ensure all guests reach in time. If your budget permits, you can organise transport facility for your guests. These two things should be kept in mind to ensure convenience for your guests and the success of your event.

5. Poor welcome

Your guests are arriving at the event, and their mood or expressions are not exactly happy.  That is what a poor reception can do. Make sure your guests feel welcomed and comfortable at the event. Advise the reception desk to smile and greet the guests as they arrive. Friendly gestures of welcome at the beginning of the event will start it off with a positive note.

6. Not enough on the menu

Not having enough food or running short of the preferred type of menu (vegetarian preferences) is a problem that is a result of poor planning. As with any event, the menu is equally or more important than the entertainment. While a good experience will get you some positive publicity, a bad menu or a bad experience can leave you with bad word-of-mouth, which does more damage to your reputation. To avoid any issues with the menu quality and quantity, do your homework in advance. Do a tasting session prior to the event. Plan an interesting menu with the caterer Get menu preferences of your guests (like vegetarian or non-vegetarian) for the day. You could include this and request a mention of any dietary requirements in the invitation card so that you have the required information in advance, and you can convey the same to your caterer.

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7. Seating issues

Mr. X does not want to sit with Mr. Y. Try and avoid seating two people with differences with each other unless you want fireworks to explode at the event. Assign tables to your guests keeping in mind to pair them with at least one person they know at the table to encourage conversation and interaction, as this is the time to mingle and socialize.

8. Technology fails

The AV system stops functioning right in the middle of your presentation or a guest speaker speech. Awkward moments of trying to rescue the situation ensue. Minutes begin to feel like hours with all eyes on you. All this can be easily avoided. Book a venue in Mumbai that has the latest or most well-maintained AV system. Check if all the equipment are working. Do a test run on the day of the event.

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9. Drinks gone overboard

A few drunken guests could disturb the order at your event. Your guests are your responsibility. Eat drink and enjoy is a good motto to follow at the party but ensure appropriate distribution of drinks at the event and always serve food with alcohol. This will avoid your guests getting too drunk.

10. Missed the last bus home

Your guests are stranded at the venue without a solution to get back home. As it has been essential to ensure that your guests reach the event venue in time, so also, it is necessary to take care that they get back home safely. When booking your venue you could ensure that you pick a venue that is easily accessible and has good transport links. Alternatively, you could arrange for the drop facility if your budget permits.

                 It would be advisable to spare a thought to accidents and event insurance. Although a fire is usually caused by accident, you could follow the general precautions for fire safety when planning your event. Avoid fireworks if it’s not necessary. Additionally, it would be a good idea to ensure your event to avoid bearing the losses entirely in the case of things going wrong. To sum it all up, prevention is better than cure. Take care of any issues promptly and expertly.