5 Biggest Event Planning Mistakes Avoid

The Mistake: Many event planners create a budget based on obvious costs like venue hire and catering, but fail to account for the numerous hidden expenses that can quickly spiral out of control.

Why It Happens: First-time event planners often underestimate costs like VAT, service charges, overtime fees, last-minute changes, and contingency requirements. They may also forget smaller items like signage, WiFi upgrades, or additional security.

How to Avoid It:

• Always add a 10-15% contingency buffer to your total budget
• Request detailed quotes that include all potential additional charges
• Factor in VAT on all services (20% in the UK)
• Account for potential overtime costs for staff and suppliers
• Create a comprehensive checklist of all possible expenses, no matter how small

Use a detailed budget calculator that breaks down every element of your event. This ensures nothing is overlooked and helps you track spending throughout the planning process. Check out our Event Budget Calculator Template with the 15% contingency buffer built right in, it’s designed from 18+ years of real-world event experience.

The Mistake: Choosing a venue based solely on photos, price, or availability without conducting a thorough site visit or considering the practical needs of your event.

Why It Happens: Time constraints, budget pressures, or overconfidence in online information can lead to hasty venue decisions. Many planners don’t consider factors like accessibility, parking, technical capabilities, or backup plans.

How to Avoid It:

• Always conduct an in-person site visit, preferably during a similar event
• Test all technical equipment and WiFi capabilities
• Check accessibility for all attendees, including those with mobility requirements
• Verify parking availability and public transport links
• Understand the venue’s policies on decorations, catering restrictions, and setup times
• Have a backup venue option, especially for outdoor events

Create a venue evaluation checklist that covers everything from acoustics to emergency exits. This systematic approach ensures you don’t miss crucial details that could impact your event’s success. Our Venue Search Tracker Template includes all the essential criteria you need to evaluate and compare venues effectively.

The Mistake: Underestimating the time required for planning and leaving critical tasks until the last minute, creating unnecessary stress and compromising quality.

Why It Happens: Event planning involves numerous moving parts, and without proper project management, tasks can overlap, deadlines can be missed, and important details can fall through the cracks.

How to Avoid It:

• Start planning at least 3-6 months in advance for corporate events
• Create a detailed timeline working backwards from your event date
• Build in buffer time for each major milestone
• Use project management tools to track progress and deadlines
• Assign clear responsibilities and deadlines to all team members
• Schedule regular check-ins with suppliers and stakeholders

The most successful events we’ve managed follow a structured and very detailed timeline for every planning stage, from conception through to post event. This ensures nothing is rushed and quality remains high throughout. Our Event Timeline Master Template provides this exact framework, helping you stay organised from initial planning through to event day and beyond.

The Mistake: Focusing so heavily on logistics and operations that the actual attendee experience becomes an afterthought, resulting in poor engagement and satisfaction.

Why It Happens: Event planners can become consumed with behind-the-scenes details and forget that the ultimate goal is creating a memorable, valuable experience for attendees.

How to Avoid It:

• Map out the entire attendee journey from registration to post-event follow-up
• Consider different attendee personas and their specific needs
• Ensure clear signage and wayfinding throughout the venue
• Plan for networking opportunities and meaningful interactions
• Gather feedback through surveys and use it to improve future events
• Think about comfort factors: seating, temperature, refreshment timing, and break schedules

Walk through your event as an attendee would. From the moment they receive their invitation to when they leave, every touchpoint should feel seamless and purposeful. If you need expert guidance on creating exceptional attendee experiences, our Expert Event Consultancy service can help you map out every detail.

The Mistake: Failing to identify potential risks and create backup plans, leaving events vulnerable to disruptions that could have been easily managed with proper preparation.

Why It Happens: When everything is going smoothly during planning, it’s easy to assume the event will run without issues. However, unexpected challenges are almost inevitable in event management.

How to Avoid It:

• Conduct a comprehensive risk assessment covering weather, technical failures, supplier issues, and health/safety concerns
• Create detailed contingency plans for each identified risk
• Maintain relationships with backup suppliers and venues
• Ensure adequate insurance coverage for your event
• Have an on-site emergency contact list and communication plan
• Brief your team on emergency procedures and backup plans

The best events are those where attendees never realise how many potential issues were seamlessly handled behind the scenes. Preparation is key to making the impossible look effortless. Our Expert Event Consultancy service includes comprehensive risk assessment planning and contingency strategies to keep your event running smoothly.