After a while we all get ‘stuck in our ways’ – and occasionally it’s a good idea to revamp your event planning process to ensure its continued improvement and efficiency. After all, we want to get the best event planned in the best way possible. Of course, though, we all take short-cuts here and there while planning events – if not, it would just take forever. Since we at Azavista feel very strongly about efficient event planning, we’ve gotten in touch with a few of our colleagues and have compiled a list of 6 things planners need to stop doing in 2015. I hope to inspire you to change and strive for continuous improvement, always!

#1 You pay web designers a small fortune to design your event website

This can be so overrated in my opinion. I mean sure, you’re probably not a pro at designing a website for each of your events – it’s complicated and honestly – we don’t have enough time to learn all that goes into a fabulous website. To me, the solution here seems simple: find an easy to use app or tool that can simplify (and maybe, just maybe dumb-down) the process. I know that I have one particular tool in mind here, but hey, you can judge for yourself: here.

#2 Your event-day registration system is ‘old-school’

Five words: You Need More Tech InYourLife.

Having a paper-based registration system on the day of your event is just plain silly – we’re living in the 21st century people, we have the technology. So trade-in this ‘old-school’ registration list system in for an event app (preferably the ones that let you print name badges as well – HEAVEN!)

But I digress.. Having printed lists are just plain confusing and inefficient. You’ll waste way too much of your own time – and don’t forget your poor guests waiting for 10 minutes to reach the end of the queue. Embrace technology people!

#3 You send post-event questionnaires

I’m sorry to break it to you…… but (almost) no one is going to respond to your post-event questionnaire. Your attendees just won’t bother taking the time and the reminders won’t help either.. BUT:

Get digital and include a live social media feed at your event. This is one of the best ways, I’ve seen, to gather feedback from your event guests. Above all, it’s fun! People love sharing their opinions and what’s a better time to gather these thoughts than while it’s all going down? I can only see pro’s here: you’re interacting with your guests (YES! engagement!), you’re opening a dialogue (YES! relationship-building) and you’re gathering uncensored feedback (YES! continuous improvement!).

So: questionnaires? Do it live while you have their undivided attention.

#4 You and your team send each other way too many emails

I’m sure we all agree that collaboration between you and your event planning team is the key to a successful event – well, anything actually. Yet, we still have bloated email inboxes filled with requests, questions, changes to registrations, or whatever.

Things here can go wrong in multiple ways but in my experience the pitfall is oversharing a.k.a. when you’ve forwarded information between at least 10 people and the email thread is so long you won’t even bother going through it all.
Keep it simple, use a task management tool that manages your internal communication and collaboration.

#5 You randomly pick and choose your event speakers

This isn’t the Paris Fashion Week.. So don’t just look for your speakers based on whether or not they are ‘in’ or popular at this moment in your industry. You need to understand your audience – who will be coming to your event? Why are they setting aside their precious time to attend? You need to give your attendees what they want (and need) – not what you think would make your event ‘look good’ or ‘hip’.

Sidebar:

On certain occasions it is understandable if you pick a speaker based on who they are – just remember to critically ask yourself if what they stand for is in line with your event or not.

#6 You don’t do data

You need some KPI’s. Just assuming that your event guests were happy is just poor event reporting – I mean, how will you really know if your event was a success if you don’t track and measure it?
Again, following my current trend, there is a tool and a way to get digital here. I recommend you look into a single tool that will equip you with the analytics and reporting you’d need to continuously improve your event planning process. Compare, improve, compare, and improve again – it’s a magical cycle indeed! 

The list really could go on but these are some (6) of the important things you need to change in your event planning life.

If you have other ideas for change – let us know! Sharing is caring, after all…

Happy Planning!