Someone recently asked me this question – what are the top 3 mistakes event organisers make? How would you answer that question? Although I don’t like to dwell too much on the negative, it’s a good way to open up a conversation about how events could be better. You’ve probably got your own pet peeves. Common ones I hear are talks running over schedule, poor quality presentations, and no-shows. You might be surprised to hear that none of these make my top 3. That said, my top 3 mistakes are often the root cause of other issues – read on to find out why.
1. Breaks that are too short
When I work with clients one of the first things I do is put my foot down about the length and frequency of breaks. I know researchers love their subject, but they also love coffee, pastries, chatting to others, going to the toilet, checking their messages, not having to rush to the next session, having a stretch and just getting their head straight before the next onslaught of information. For people with disabilities this time is even more precious as they need extra time to navigate the venue, get refreshments or manage their self-care.
How to fix it: My rule of thumb is that breaks at in-person events must be at least 20 minutes, preferably longer. And for online events you need a break of at least 10 minutes every hour for an event that goes on for over 90min.Longer breaks benefit everyone – they take the pressure off and give everyone time to process and connect. It also gives you a buffer so you can stay on track if your timings drift. Trust me on this – longer breaks are a game-changer.
2. Poor pre-event communication
Gatherings don’t start when someone walks through the door or logs into the Zoom room. The event starts when your guest signs up. And what happens between registration and the big day can make or break your event. I can’t tell you how many events I’ve signed up for recently where I didn’t receive a single reminder, let along useful information like an agenda or directions. I’ve had to dig around on Eventbrite to find Zoom links, or Google the event the day before to find out the venue address. I’m not sure why, but good event comms has become a lost art. People are busy and forgetful. I promise that you are not bothering them by sending out reminders – you are providing what signed up for.
How to fix it: I am a massive advocate of drip-feeding information in the run up to an event. Maybe you send details of the venue and accommodation one week, the next week you remind them of what they need to bring, another week you send details of the speakers. And always, always, always send a reminder 7 days and 1 day beforehand. It seems basic so it’s easy to overlook, but it completely changes how people show up – and whether they show up at all.
3. Leaving community building to chance
I am also fed up of going to events where they list ‘networking opportunities’ in the blurb and then don’t actually leave space for guests to talk to each other (see my rant about short breaks above). Or what they describe as networking is just a sea of people and warm wine where you end up talking to the person you came with or a very random stranger you happen to have stood next to. Name badges and delegate lists seem to have fallen out of fashion (lanyards are NOT the same – you need names at eye level). Just a tiny bit of thought could transform this awkward free-for-all into the most useful part of the event.
How to fix it: Make sure you leave enough time (but not too much time) for proper conversations. And add some structure to make sure that people are encouraged to circulate and meet different people. I like to use activities like networking bingo or a version of the kids’ game Corners – they feel less pressured than standard ‘speed networking’ (of which I’m not a fan). Name badges and delegate lists are also a massive help.
The little things really matter
Most of these are just tiny tweaks which won’t max out your event budget, but you might be surprised at how much of a difference they make. I’d love to know if you try any of these tips out and how it goes. And of course if it all just feels like too much, I can help. I offer training in how to run better events when we can really dig into how to apply these strategies to real-life gatherings. Send me a message if you want to know more.
Photo by Sarah Kilian on Unsplash
