Avoiding the Common Pitfalls in Chamber Events

Events are a great source of non-dues revenue, but they can be nerve-wracking and overwhelming. They also take a lot of time and coordination. Orchestrating successful events – from intimate lunch-and-learns to grand galas – is no small feat, especially when resources are limited. But they definitely help the chamber shine.

Whether you are hosting an event for the first time or you’re trying to streamline an existing event, there are several common pitfalls that can derail your efforts.

Pitfall #1: The Lone Wolf Syndrome

Busy people often assume the fastest way to get anything done is to rely solely on oneself, and for go-getting chamber pros, it’s easy to think that. But don’t fall into the trap of believing you can (and must) handle everything yourself. This "do-it-all" mentality is a recipe for burnout, and it often leads to overlooked details, missed deadlines, and a less-than-stellar event experience for you, the attendees, and the sponsors.

The Solution: Build Your Dream Team

Even without a dedicated events staff, you have a powerful resource at your fingertips: your chamber members (don't forget those Ambassadors!). Tap into their diverse skill sets and passion for the community.

Volunteer Recruitment: Assemble a team of eager volunteers to tackle tasks like registration, setup, and social media promotion. Offer incentives, such as complimentary event tickets or recognition in chamber communications. You may also have people in your community who want event planning experience and who are willing to donate their time.

Partner Power: Collaborate with local businesses to secure in-kind donations and/or event space. This not only lightens your load but also fosters stronger community relationships and provides additional exposure for them.

Delegate with Confidence: Don't be afraid to relinquish control. Assign specific roles and responsibilities to your team, providing clear objectives, guidelines, and timelines.

Which brings us to the second most common pitfall…

Pitfall #2: The Underestimated Timeline

Planning an event is like orchestrating a symphony – each element requires careful timing and coordination. Underestimating the time required for tasks like venue selection, speaker confirmations, marketing, and logistics can lead to a chaotic scramble as the event date approaches.

The Solution: Master the Art of Planning

Start Early, Start Thorough: Begin planning well in advance, allowing ample time for each phase of the event lifecycle. While you may feel the marketing is too early (after all, you don’t want to cannibalize another chamber event), it’s never too early to work on the plan.

Contingency Planning: Anticipate potential roadblocks and have backup plans in place. What if your keynote speaker cancels? Do you have an alternate venue in case of inclement weather?

The Detailed Timeline: Create a comprehensive timeline that outlines every task, from securing sponsors to sending post-event surveys. Use project management tools to stay organized and track progress.

Pitfall #3: The "If You Build It, They Will Come" Fallacy

Simply announcing an event and hoping for a flood of attendees is a risky gamble. Without a strategic marketing plan, your event may struggle to attract the audience it deserves.

The Solution: Craft a Compelling Marketing Strategy

Know Your Audience: Tailor your messaging to resonate with your target attendees. What are their interests, pain points, and preferred communication channels?

Multi-Channel Promotion: Leverage a variety of platforms to reach your audience, including email marketing, social media, your chamber website, and local media outlets. You need multiple touch points on multiple channels.

Create Buzz: Generate excitement by offering early-bird discounts, hosting pre-event contests, or partnering with influencers.

Pitfall #4: The Cinderella Syndrome

Too many chamber pros, overwhelmed by the idea of doing it alone, will take whatever help is in front of them. And they’ll try to make it work in much the same way the evil stepsisters in Cinderella tried to get their feet into Cindy’s tiny glass slipper. Sometimes it’s just not a good fit.

We’re not saying you should turn away volunteers. Just be careful how you use them.

The Solution: Choose The Right People for the Job.

It might seem obvious, but assigning the wrong people to tasks can mark you for failure. A successful event hinges on having a team with the right skills and experience in the right spots.

Don't underestimate the importance of vendors and contractors – assess everyone's abilities and workload to ensure you have the ideal resources for each aspect of your event. For instance, you will use an organizational guru in a different way (such as keeping you organized behind the scenes) than you would a social butterfly (who may be your emcee or greeter). While each play important roles in your event, switching them or not using their best skills in the roles they’re performing could be disastrous.

Pitfall #5: Turn and Face the Strange Ch-Ch-Changes

If there’s one thing you can be certain of with events is that they will change from the moment the idea strikes you until the last guest’s behind is in the seat. Tracking those changes—and more importantly their impact—is a job in itself.

The Solution: Stay on Top of Changes.

Unexpected changes can wreak havoc on your budget and timeline if not managed carefully. Implement a formal change tracking process where each modification is documented, its impact assessed, and communicated to all relevant parties. Use a live, real-time doc so you don’t have anyone complaining that they didn’t know. This keeps everyone informed and prevents surprises.

Speaking of surprises…

Pitfall #6: Disregarding Murphy’s Law

While you may not go to jail for breaking this law, it’s one every event planner lives by.

The Solution: Expect the Unexpected.

Let Murphy's Law – anything that can go wrong, will go wrong – color your preparation.

Conduct a risk assessment early in the event planning process.

Brainstorm potential problems that could derail your event or strain your budget.

Develop strategies to mitigate these risks. This proactive approach will save you from last-minute scrambling and keep your event on track.

Pitfall #7: The Forgotten Follow-Up

The event may be over, but your work isn't done. Failing to follow up with attendees and sponsors can leave valuable opportunities for connection and feedback on the table.

The Solution: Embrace the Power of Post-Event Engagement

Thank-You Notes and Surveys: Express your gratitude to attendees and sponsors and gather feedback to improve future events.

Share Highlights: Recap the event's success through social media posts, blog articles, and email newsletters. If you receive compliments and appreciation, share these with your sponsors, board members, vendors, and volunteers.

Nurture Relationships: Use the event as a springboard to cultivate ongoing relationships with attendees and sponsors.

By steering clear of these common pitfalls and embracing proactive strategies, you can transform your chamber events into memorable experiences that not only strengthen your community but also elevate your reputation as a leader.

CUSTOM JAVASCRIPT / HTML