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Common Mistakes New Event Planners Make and How to Avoid Them

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Published
03/09/2025

No two red carpet events are alike, but what they have in common can teach new event planners much about what can go wrong.

If you want to learn which errors to avoid, pay close attention to our list of the common mistakes new event planners make. Then, you’ll create a successful
event that paves the way for more event opportunities.

Not Hiring Enough Workers

If this is your first time arranging this particular event, research how many workers the previous planner used. Was the number sufficient, or were there
complaints about the planner being short-handed?

Clearly state what the duties of each staffer will be. Doing so could help you recognize gaps.

Also, ask yourself whether enough staffers are available to handle ongoing operations. For example, there should be enough employees in an emergency.

No one likes having too many on staff, forcing people to stand idle for an extended time. But while your attendees will never think poorly of you for having too many contractors, they may criticize you for not having someone at a moment’s notice. So, hire the right amount of people for the event.

Not Preparing for an Overflow

Most event planners spend so much time worrying about the possibility of a disappointing turnout they forget to consider the chances of overflowing attendance. Unexpected crowds are more likely to appear if your event happens within walking distance of other attractions. For example, people enjoying a nearby street festival may wander into your venue out of genuine interest. Another possibility is that a sudden downpour of rain could send people looking for an indoor retreat.

In either case, you should have instructions for your employees on what to do if more people show up than expected. There should be a contingency plan
for all aspects of the event. Everyone should know what to do regarding seating, food, and restroom facilities.


Not Allowing Time for Attendees to Rest and Network

If your attendees view your event as an opportunity to make business contacts, allow them the time to do so. Don’t schedule so much activity that there isn’t time for attendees to have meaningful conversations. It also helps to foster communication. People are likelier to chat if they have specially designated seating areas conducive to practical discussions.

Not Confirming With Vendors

Don’t assume a signed contract is enough to keep vendors on track. Instead, continue to communicate with the vendors leading up to your event. Then, a
day or two before the occasion, get official confirmations from them. Also, make sure they’re aware of the time you expect them to arrive and set up.


Not Budgeting Time For Setup and Take Down

There’s a cognitive bias known as Hofstadter’s Law or the planning fallacy that says projects generally take longer than planned. New event planners are
often overly optimistic, which leads to underestimating how much time their staff and vendors need.

It’s best to err on the side of caution and set up your event as early as the venue allows. You don't want attendees arriving while workers are still scrambling to finish. It creates a negative impression of the event and your company.

Likewise, you want to dissemble everything and leave the venue on schedule. That requires ensuring that you end the event early enough to complete your
takedown before the deadline outlined in your contract with the vendor.


Not Avoiding Competing Events

If your event is not large enough or niche enough to compete against rivals, you should pay special attention when you schedule your affair. However, even if there isn’t a direct rival event occurring nearby, still be aware of other potential problems. For example, a huge event, such as a sporting event, festival, or concert, could create traffic and parking issues.

You also want to be mindful of who will use your rented venue before and after you. Is there a built-in buffer to limit the chance of a conflict?


Conclusion

Things will always happen differently than you imagined, no matter how great an event planner you become. But this fact shouldn’t stop you from doing all
you can to prevent as many predictable problems as possible. Follow the old saying and hope for the best while preparing for the worst. If you do, you can
avoid the common mistakes new planners tend to make.

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