7 ways to complicate the organization of your Event

We will tell you 7 ways in which some of our clients have complicated the organization of their events and how to correct them.

1. Adding many exhibitors without a clear focus

Yes, you want to have the best display template, but remember that: Focus is a matter of deciding what things NO you are going to do. So rule out options that are out of budget, complicated or out of time.

Focus on 2 or 3 highlights that generate sufficient flow and good complements of interesting content, in a planned and strategic manner.

2. Manage the registration with a Google Form, MS form or similar:

Yes, it's free. Yes, it's easy... but then you will have nightmares with your databases. You'll probably have duplicate, erroneous, forgotten records. You will also have to reprocess when sending confirmation emails, calls or messages. Additionally, it will cost you more time to integrate your assistants to a unified database, to your CRM or your marketing tool.

Your attendee will not have any immediate feedback after registration, which is confusing and causes you to lose engagement. And if your event is a ticketed event, no way. The entanglement of reconciliation of accounts will turn what was free into a headache.

Use free tools such as ququ.events or more specialized services such as bmotik logistics app for you and your attendees to have a seamless registration and access experience. frictionless.

3. Submit a 20-page request for quotation for technology, location, etc:

There is no such thing as perfection. The only thing you will generate with this is to complicate the supplier selection process, and to the suppliers themselves you will generate a pressure that takes them out of focus from the essential. Focus on the result you want to achieve, on the outputs, not on the specifics.

Suppliers with experience and technology will give you the best solutions for your requirement, without requiring a 'shopping list' with as much detail as possible.

4. Leave the selection of your suppliers to the last minute or use the one the location tells you to use:

Every event has its DNA, even if it is the 26th time you do it. You know very well that each time is different, it requires renew in content, expertise, technology.

Leaving this selection to the last minute can be a serious mistake. Give yourself plenty of time to choose the supplier who understands your event, who will deliver the most value, who will have good technological leverage and backing of experience.

Many times the recommended location may have little interest in the specifics of your event. I don't think you want someone to take your project lightly. Always evaluate options other than what they tell you "by default".

5. All decisions by committee. No leadership.

It is very common for events to be organized by a committee, association or assembly, is normal. But it is very important that not all decisions go through the committees, as this generates divided opinions, resulting in reprocesses and frictions. In the end, this results in cost overruns, delays or undesired results.

Designate a general leader, and if the project is large, several leaders, each assigned to an area. Give decision making power to these people and leave only the transcendental to the whole committee or assembly. This optimize your processesThe result will reduce the burden on your collaborators and suppliers and will have a much more detailed and satisfactory result.

6. Sell only brand positioning to your sponsors.

Times have changed, today it's all about experiences. Yes, you must offer the traditional sponsorship spaces, such as banners, stands, backings at registration, etc, etc. But sometimes you must be more creative if you want to make a difference and attract more/better sponsors.

Offers experiences of Virtual Reality with the brand of your sponsors, create sponsored networking spaces, how about a photobooth with stickers and frames of your sponsor. All this generates diversification of your offer and makes you stand out from the dozens of other opportunities that your sponsors evaluate.

7. The internet is not so necessary

You may think that attendees will settle in your event without internet or with their own data. Don't make that mistake, especially if your audience is from different cities or countries. As you know, nowadays many things depend on the internet, so instead of rejecting it, take advantage of it. Don't pages the internet just because it's your turn, take advantage of it and create experiences related to your event on the web.

From a webapp with all the information about the eventto real-time participation experiences through cell phones, or activities in social networks with hashtags of your event. Make the most of this mandatory cost of the Internet.

Your attendees will appreciate it and the most active ones will enjoy it. Remember to preferably have a internet backup for logistical or production issues.


Organizing a perfect event is probably impossible. Here we have compiled just a few of the common bad practices when organizing an event. In the end it comes down to focus, leadership, optimization and creativity.

We must not forget that not only experience, but also technology is a great ally to meet objectives, eliminate frictions and improve in a cost efficient way in several areas.

Reduce or eliminate these bad practices, rely on suppliers not only with experience in the industry, but also that innovate and create improvements in processes, this will reduce your costs and provide new experiences to your attendees.


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