Planning events can be a tricky ordeal. With all of the details that are involved during the planning process, one small mistake can set forth a chain reaction that is difficult to recover from. It takes time, patience, imagination and excellent organizational skills to pull off an amazing event that will leave a big smile on your attendees’ faces. Keep reading for a list of common event planning mistakes and how to avoid them.
- Not getting started early
Procrastination is deadly – it’s one of the most common event planning mistakes that you will want to avoid. As soon as the date of your event is confirmed and you have a general idea of the budget, you’ll want to start the planning process ASAP. Venues, catering, entertainment and other services may require you to book way in advance. It’s much wiser to do research, decide on your options and then get a contract signed right away.
- You went over budget
Maybe you forgot to read the fine print on a deal and ended up paying extra for items that you want. Or maybe you weren’t expecting so many last-minute attendees, and now you need to spend more of your budget on food. Whatever the reason, tracking your pennies is critical to improving your event and managing your total cost. Create a list and define the areas that you want to focus on, which will help you prioritize your spending and invest in what really matters.
- Not checking for competing events
Look at industry gatherings, public holidays and major sporting events that could cause disruption for your attendees. Is there another event that is scheduled around the same time as your own? Will traffic be heavier on those days? Will most of your attendees be busy during this time? You can avoid a potential disaster by checking your dates early into the planning process.
- Not having a backup plan
Having a contingency plan is a good idea for any event. Consider the specifics of your event and think about which areas are more susceptible to issues. By planning ahead and developing backup scenarios, you can avoid costly mistakes that have the potential to ruin your event.
Communication is key when it comes to event planning. With all of the minuscule details and third parties that are involved, it’s easy to slip up and forget about specifics. Therefore, it’s important to communicate well and to communicate often with your vendors. Establish a clear form of communication and ask for updates throughout the planning process. Remember to notify all team members and attendees when there are significant changes to the event.
Mistakes will happen sometimes, even to the most skilled and organized event planners. However, we hope that you can avoid some of the common event planning mistakes with this information!