Need Help Avoiding these Event Planning Habits?

July 08, 2019 - By: Shauny Silas

On behalf of all the many mistakes event professionals have made (it’s okay, nobody is perfect), we present to you (drumroll please) the worst event planning habits.




1. Overspending or not having enough money

Unless you have an unlimited budget (we doubt you do), you need to establish a clear and precise budget from the get-go. Define your goals and determine what budget you will need to succeed. Create a schedule of purchases and shop around for where you can find the best bang for your buck. Remember that purchasing the cheapest option for an event is not always the best way to build an event that will have your attendees buying next year's tickets the minute this year's event ends.

 

2. Not having enough team members

You may believe you can successfully manage your event all by yourself or with the help of your right-hand event professional teammate. As much as we want to believe in your one-person or two-person army, it may take a little more than your motivation and willingness to sacrifice sleep to get everything done on time. Don’t be afraid to reach out and ask for help. If you can’t afford to pay for a committed event management team, consider looking into offering volunteer positions in exchange for something such as free admission into your event.

 

3. Ignoring Murphy’s Law

How many times have we been over this? Too many to count. But for those of you who still don’t know what Murphy’s law is, we’ll do you the favor of explaining it. Murphy’s law is an impending law of nature that has demonstrated time and time again that anything that can go wrong, will go wrong. We’re not here to be the Debbie Downer of your event planning process but we want you to be prepared! Consider completing a risk assessment of your event to identify potential risks or changes that may jeopardize the success of your event. You can’t predict the future but you can sure try!

 

4. Thinking the weather will be fine

Spoiler alert: the weather will most likely not be fine. As much as you believe in the accuracy of your minute-by-minute updating weather app, uncooperative weather can happen in an instant. Prepare for unexpected weather with backup supplies to show your attendees your forward thinking and care for their comfort.

 

5. Letting the chips fall where they may

Whatever happens, happens right? WRONG. You need someone on your event management team running the event planning process and event at all times (most likely you). Letting the chips fall where they may is one of the easiest ways to set yourself to meet Murphy’s law face-to-face.

 

6. Thinking the more the merrier (too many people)

Congratulations! Your marketing tactics surpassed any expectations and you have an influx of attendees ready to experience your amazing event. Be careful what you wish for when hoping for a larger than expected amount of attendees. There are several factors to consider when your event has too many people in attendance: long lines, limited space, limited food, not enough signage, keeping everyone engaged, the need heightened security.... Must we go on? In the case that you do have too many attendees at your event, create a plan on how to handle the situation and make sure every event attendee leaves happy with their event experience.

 

7. Taking shortcuts to save time

We’re all about time management, but using shortcuts to save time is generally not the way to go. Although shortcuts can save you time, they are risky and must be taken thoughtfully. One of the best ways to avoid having to take shortcuts is by planning ahead! Create an extremely detailed timeline of events leading up to your event day and plan a little extra time for possible delays during the process.

 

Habits are not easy to kick. But by becoming aware of them and striving to make a change, you can make a hugely positive difference in your event management process. You can't expect everything to go perfectly every time, but you can create a balance that will allow you to respond properly to issues as they arise (and we know with Murphy's law, they will always arise).

 

Want to start practicing a good event planning habit? Create all your future events on Events.com.