{"id":1034,"date":"2014-08-22T13:47:38","date_gmt":"2014-08-22T18:47:38","guid":{"rendered":"http:\/\/www.qceventplanning.com\/?p=1034"},"modified":"2014-08-22T13:47:38","modified_gmt":"2014-08-22T18:47:38","slug":"six-common-event-planning-mistakes","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes","title":{"rendered":"Avoid These 6 Common Event Planning Mistakes"},"content":{"rendered":"<p>Planning and coordinating an event is a stressful job! Whether experienced or novice, most event planners will make a mistake or two throughout their careers.\u00a0 Here is a quick list of the most common event planning mistakes made, and our tips on how to get around them.<\/p>\n<p><a href=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/08\/mistakestoavoid.jpg\"><img loading=\"lazy\" decoding=\"async\" width=\"718\" height=\"479\" src=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/08\/mistakestoavoid.jpg\" alt=\"Avoid Event Planner Job Mistakes\" class=\"alignnone size-full wp-image-1035\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/08\/mistakestoavoid.jpg 718w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/08\/mistakestoavoid-300x200.jpg 300w\" sizes=\"auto, (max-width: 718px) 100vw, 718px\" \/><\/a><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#1_Doing_it_all_yourself\" >1. Doing it all yourself<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#2_Leaving_it_to_the_last_minute\" >2. Leaving it to the last minute<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#3_Miscalculating_the_size_of_the_event\" >3. Miscalculating the size of the event<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#4_Not_allowing_enough_time_for_setup\" >4. Not allowing enough time for setup<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#5_Keeping_clients_in_the_dark\" >5. Keeping clients in the dark<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#6_Forgetting_its_all_about_the_guests\" >6. Forgetting it&#8217;s all about the guests!<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\/#Have_you_made_these_types_of_mistakes_planning_an_event_Share_your_story\" >Have you made these types of mistakes planning an event? Share your story!<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Doing_it_all_yourself\"><\/span>1. Doing it all yourself<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Jack of all trades = master of none.\u00a0 Do-it-all event planners will handle the guest list, all the finances, the decorations, the technical elements, the food\u2026 the list goes on. Having so many balls in the air yourself is almost a guarantee that you\u2019re going to drop one or two.<\/p>\n<p><b>The solution:<\/b> As an event planner, your job is to coordinate all the elements of an event, not to execute on all the different pieces that come together on the big day.\u00a0 Instead of tackling everything yourself, consider contracting out an event decorator, a bookkeeper, a caterer, etc. who can work with you to make sure your event is a great success!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Leaving_it_to_the_last_minute\"><\/span>2. Leaving it to the last minute<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Whether \u201cit\u201d is a door prize, promotion, or equipment rentals, leaving anything to the last minute is a sure fire path to chaos, sooner or later.<\/p>\n<p><b>The solution:<\/b> Most events take months to plan. If you\u2019re well organized and stick to a concrete plan, you should have all the pieces secured (including backup plans) at least 4 weeks away from the event\u2026 though we recommend 8-12 weeks to be safe!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Miscalculating_the_size_of_the_event\"><\/span>3. Miscalculating the size of the event<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is a double-edged sword.\u00a0 You want to make sure the size of the venue is adequate for the number of guests, but you also want to ensure the guest list is adequate for the venue!\u00a0 Too many guests for a small space will lead to a very crowded and unworkable event. You might also run out of materials or food.\u00a0 Too few guests for a large event will give the event an air of emptiness.<\/p>\n<p><b>The solution:<\/b> Confirm the guest list as early as possible, and give a final head count to your vendors as soon as you can. This will give everyone the chance to adjust the plan based on the number of attendees.\u00a0 Also, if you\u2019re unsure of the guest list, make sure you pick a venue that offers options for different group sizes and vendors who offer flexible services according to a finalized guest list.<\/p>\n<p><a href=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/08\/mistakestoavoid2.jpg\"><img loading=\"lazy\" decoding=\"async\" width=\"718\" height=\"875\" src=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/08\/mistakestoavoid2.jpg\" alt=\"Avoid Event Planning Mistake 2\" class=\"alignnone size-full wp-image-1036\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/08\/mistakestoavoid2.jpg 718w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/08\/mistakestoavoid2-246x300.jpg 246w\" sizes=\"auto, (max-width: 718px) 100vw, 718px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_Not_allowing_enough_time_for_setup\"><\/span>4. Not allowing enough time for setup<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Imagine setting up decorations as the guests are entering an event, or finding out you\u2019re missing a power cord 10 minutes before your keynote speaker is supposed to go on stage. This nightmare is faced by many event planners and coordinators at least once during their careers.<\/p>\n<p><b>The solution:<\/b> Plan out the event setup well in advance, and make sure to hire enough people to complete all tasks before the event starts!\u00a0 If it\u2019s possible to have everything set up a day or two in advance, do it! If not, a well laid out plan (planned down to the minute), can make a difference between a success and a disaster!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5_Keeping_clients_in_the_dark\"><\/span>5. Keeping clients in the dark<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is a nightmare for planners and their clients alike.\u00a0 Phones and emails are the standard communication these days, but that can lead to confusion or misunderstanding down the road.\u00a0 You don\u2019t want your client to see the venue for the first time on the big day, and be disappointed in all the hard work you\u2019ve accomplished because it\u2019s not what they envisioned.<\/p>\n<p><b>The solution:<\/b> Schedule plenty of face-to-face time with your clients.\u00a0 Walk them through the venue, and show them samples of wardrobe, d\u00e9cor, food, etc. before making any final decisions.\u00a0 Keeping clients engaged throughout the planning process can save a lot of headaches down the road!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"6_Forgetting_its_all_about_the_guests\"><\/span>6. Forgetting it&#8217;s all about the guests!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is actually a very easy mistake to make! You\u2019re so concentrated on meeting the client\u2019s needs and coordinating between the vendors, you forget about simple accommodations for the guests.<\/p>\n<p><b>The solution:<\/b>\u00a0 Make a checklist of guest accommodations for any event, and keep it in mind at all times.\u00a0 This list should at least include:<\/p>\n<ul>\n<li>\n<p>having a parking plan<\/p>\n<\/li>\n<li>\n<p>coat check (for events in colder months or climates)<\/p>\n<\/li>\n<li>\n<p>signage leading guests to the venue (especially in confusing layouts!)<\/p>\n<\/li>\n<li>\n<p>having bathroom attendants (nothing like a dirty bathroom to kill an event!)<\/p>\n<\/li>\n<li>\n<p>making certain there are vegetarian\/vegan food options available<\/p>\n<\/li>\n<li>\n<p>planning for inclement weather (tarps &amp; umbrella stands)<\/p>\n<\/li>\n<\/ul>\n<p>Whatever your event, you should always remember Murphy\u2019s Law: whatever can go wrong will go wrong.\u00a0 A successful event planner will take a cue from the boy scouts and be prepared for just about any situation can just save your event\u2026 and your reputation!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Have_you_made_these_types_of_mistakes_planning_an_event_Share_your_story\"><\/span>Have you made these types of mistakes planning an event? Share your story!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>Planning and coordinating an event is a stressful job! Whether experienced or novice, most event planners will make a mistake or two throughout their careers.\u00a0 <\/p>\n","protected":false},"author":2,"featured_media":1040,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3,4],"tags":[],"ppma_author":[343],"class_list":["post-1034","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","category-wedding-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Six Common Event Planning Mistakes - The Eventful Life<\/title>\n<meta name=\"description\" content=\"Planning and coordinating an event is a stressful job! Avoid these six common event planning mistakes that are regularly made by event planners.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Avoid These 6 Common Event Planning Mistakes\" \/>\n<meta property=\"og:description\" content=\"Planning and coordinating an event is a stressful job! Avoid these six common event planning mistakes that are regularly made by event planners.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\" \/>\n<meta property=\"og:site_name\" content=\"Pointers for Planners\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/QCEventPlanning\" \/>\n<meta property=\"article:published_time\" content=\"2014-08-22T18:47:38+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/08\/mistakesfeatures.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"918\" \/>\n\t<meta property=\"og:image:height\" content=\"463\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Erin Siksay\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Erin Siksay\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\",\"url\":\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes\",\"name\":\"Six Common Event Planning Mistakes - The Eventful Life\",\"isPartOf\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2014\/08\/six-common-event-planning-mistakes#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/08\/mistakesfeatures.jpg\",\"datePublished\":\"2014-08-22T18:47:38+00:00\",\"author\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/#\/schema\/person\/8c4065e163a3660544d610b422778220\"},\"description\":\"Planning and coordinating an event is a stressful job! 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