Planning a successful event takes careful coordination, and avoiding common event planning mistakes can make all the difference. Here are key tips to a sure your gathering at the Norwood Conference Center is seamless and stress-free.
1) Lack of Designating an Event “Point Person”
Unclear roles in meeting planning can lead to duplicated efforts or, worse, critical oversights. Assigning a designated event point person ensures nothing falls through the cracks. Whether you appoint one individual to oversee the entire event or divide responsibilities among a few team members, clearly establish who has decision-making authority and who will serve as the primary contact with the Norwood Conference Center.
2) Insufficient Communication of Event Information and Details
Effective communication is key to a successful event and avoiding common event planning mistakes. Provide guests with timely reminders in the weeks and days leading up to the event, including the day before. Share essential details such as the venue address, event times, hotel accommodations cut off dates, parking information, and any other logistical details.
To simplify, consider creating a digital attendee guide or landing page where all critical information is easily accessible. Over-communicating is always better than leaving guests in the dark.
Communication with your event venue is equally as important. At Norwood Conference Center in MA, your coordinator will review all your event details including meeting room needs, dietary restrictions and agenda. .
3) Failure to Notify Guests of Hotel Block Reservation Deadlines
Help your attendees take full advantage of your negotiated hotel block reservations by sending them regular reminders of booking cut-off dates. This ensures they can secure convenient accommodations at the Four Points by Sheraton Norwood.
4) Forgetting to Relay Last-Minute Itinerary Changes to the Facility
At the Norwood Conference Center, we are committed to making your event a success. If you have any last-minute changes to your event’s itinerary, let us know as soon as possible. Keeping us updated allows us to adjust to your needs and ensure that the facility is prepared for any schedule changes. Additionally, make sure your vendors and suppliers are updated about any changes to load-in or setup times to avoid confusion or delays.
5) Omitting to Communicate Venue Access Details to Vendors and Exhibitors
Clear communication between event organizers and third-party vendors is essential for a smooth event. Ensure that all vendors and exhibitors are informed of the facility’s available hours so they can plan setup, breakdown, and any other logistical details appropriately. Keep in mind you may need to pay additional if you have a quick set up to breakdown time frame. 6) Underestimating the Time Needed for Setup and Teardown
It’s always better to have extra time than not enough. Give yourself and your vendors a time buffer for setup and teardown. Extra time allows you to address any unexpected issues while ensuring your event starts on schedule. Attendees will appreciate a prompt start, and you’ll have peace of mind knowing everything is prepared.
7) Failure to Test Audio-Visual Presentations in Advance
Don’t leave your audio-visual needs to chance. Test all AV equipment in advance, especially if your presentation includes embedded videos or other multimedia elements. At the Norwood Conference Center, we’re here to assist with your AV setup to ensure everything runs smoothly. Always have a backup copy of your presentation on a flash drive, just in case. Having a backup copy of your presentation is always a good idea.
By avoiding these common event planning mistakes, you’ll set the stage for an outstanding gathering at the Norwood Conference Center. Our dedicated team is here to support you every step of the way. Contact us today to start planning your next corporate meeting, conference, or special event!