Planning an event soon? Be sure to avoid these 7 common pitfalls you might find yourself in. Want to organize the ultimate event? Get our free ebook to planning the event your community will love at http://ptix.co/29lWyJG. Follow us for more event management #peatips and #eventhacks.

1. 7 event planning
mistakes event
organizers should
avoid

2. Planning an event and seeing it
through is a heck of a lot of work.

3. It’s also a learning experience
where you improve with each
subsequent event.

4. Of course, you shouldn’t expect
perfection because, more often
than not, there will always be
something that goes wrong.

5. Nevertheless, these bumps can
be kept to a minimum if you
avoid these 7 common pitfalls of
novice event organizers.

6. NOT ASSUMING
THE WORST

7. Have you ever heard of
Murphy’s Law?

8. It states that if something
can go wrong,
it will.

9. This is the mindset you
need to have.

10. Everything on your checklist
should have a plan B.

11. For example, is there a second
caterer you can order the food
from if your first choice is unable
to accommodate your order?

12. How about the presentation?
Is there a speaker on standby in
case the one scheduled for your
event backs out last minute?

13. Being ready for unexpected
scenarios ensures that you have
solutions for the most
inopportune moments.

14. SPENDING
BEYOND YOUR
BUDGET

15. To make money, you have to
spend money; that’s a given.

16. If you spend more than you rake
in, though, then you have terribly
mismanaged your budget.

17. As the event planner, you need
to come up with an expected
cost estimate and compare
that figure with the budget your
client hopes to stay within.

18. If you feel you will need to spend
more, then let the client know.

19. If you spend beyond what your
client has allotted, it’s clearly not
going to sit well with the entity
that hired you.

20. Of course, there are always
unforeseen circumstances that
may make you have to spend
more.

21. This may include venue cleaning
fees, additional catering costs,
and so on.

22. This is why you should advise
clients to set aside a “fee
reserve” to be used for
unexpected overhead costs.

23. USING AN
INAPPROPRIATE
VENUE

24. There is no such thing as a one-
size-fits-all venue.

25. Of course, clients may pressure
you to secure a lower cost venue;
this is where you should
recommend a venue that is
suitable for the event even if it
means footing a higher rental fee.

26. There are many factors that
must be taken into consideration
when selecting a venue.

27. The capacity limit -
a venue that’s too big
can be just as
counterproductive as a
venue that’s too small.

28. Designated areas for
smoking, making phone
calls, etc.

29. VIP lounge if investors and
special guests will be in
attendance.

30. Multiple rooms if there are
going to be multiple
workshops and meetings
going on at once.

31. Never assume that a venue is
suitable for the event simply because
the facility is designated as an all-
purpose or multi-purpose room.

32. NOT CONSULTING
WITH YOUR PARTNERS

33. Partners can come in the form of
in-kind or cash sponsors, media,
booth exhibitors, and speakers,
and so on.

34. Some will be happy to leave
everything to you to decide,
while others will want to oversee
every step.

35. Regardless, always be in
contact with your partners at
every stage of the planning phase.

36. Ensure they’re kept up to speed
with what they should know and
that you understand what they
want to achieve out of being
involved with your event.

37. Never assume or think you know
what they want.

38. Sure, you’re the planning expert,
and you can certainly make
recommendations based on your
experience.

39. Remember, though, create a win-
win situation. After all, it is a
partnership.

40. NOT ENSURING
STRONG WIFI

41. These days, phone reception and
Wi-Fi access are no longer
considered amenities; they are an
essential requirement.

42. If attendees are struggling to
make a phone call, or can’t use
their tablets because of poor Wi-
Fi, then they are not going to be
happy campers.

43. It is almost certainly a complaint
that will show up in post-event
surveys. This will reflect badly on
your client, which in turn will
reflect poorly on you.

44. Test the Wi-Fi and phone
reception at various points of the
facility and be sure to take notes
of areas where reception may be
lacking or nonexistent.

45. Identify these spots so staff
members can redirect guests to
areas where they can get a
stronger signal.

46. PLANNING THE
SAME EVENT
TIME AFTER TIME

47. Most companies plan multiple
events a year. The majority of
the attendees will also comprise
of past guests.

48. To keep them returning, you have
to provide some form of novelty,
or else they will lose interest by
the second or third event.

49. Find a way to switch things up.
This goes for both the event itself
as well as the marketing campaign
leading up to the event.

50. Consider these new
implementations for your event.

51. ➔New promotional gear
➔Different speakers
➔Different venue
➔Catering from a
➔different establishment
➔Digital signage and
interactive kiosks

52. From the marketing aspect, change
how you promote the event.

53. This may include incorporating new
offers or social media contests, or
changing the type of promotion if
you done them previously.

54. NOT
INCORPORATING
TECHNOLOGY

55. The technology era is in full
swing, so prove to the attendees
that you are in with the times.

56. Your event has to be tech-friendly
in more than one way.

57. One of the best methods is
through mobile integration and a
customized event app that allows
personal setting modifications.

58. In addition, consider using
interactive kiosks and digital
signage systems for a truly
engagement-worthy experience.

59. Even if you follow all
the tips above,
you’re still going to
ultimately make a
few mistakes.

60. Even if you follow all
the tips above,
you’re still going to
ultimately make a
few mistakes.
Don’t worry,
though, it’s these
mistakes that
make you a better
event planner as
times goes on.

61. DOWNLOAD
FREE EBOOK
This 30-page ebook is packed with tips and
tools to help you plan and market your event
like a pro in no time.

62. Suling Wong
Produced by
Dan McCarthy
Guest article by

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