Planning an event, whether live, hybrid or virtual, is no easy task. Even seasoned planners can fall into some common traps that affect guest experience and overall success.
Here are five pitfalls to watch out for and how to avoid them.
1. Ignoring Dietary Requirements and Inclusive Drink Options
Providing thoughtful food and drink options is more important than ever. Simply offering a token non-alcoholic drink like orange squash next to everyone else’s fancy cocktails feels lazy… and your guests notice. Make sure you have genuinely good choices for those with dietary restrictions and for guests who don’t drink alcohol. Inclusive options show that you value all your attendees equally and those details are what people remember.
How to Avoid: Start early by collecting dietary requirements during RSVP. Work with your caterer to offer a variety of appealing non-alcoholic drinks and ensure all food options cater to common dietary needs such as gluten-free, vegan, nut-free and halal. Don’t forget to clearly label everything on-site, so guests feel confident and included.
2. Trying to Do Everything Yourself to Cut Costs
It’s tempting to take on every task yourself to save money, especially for hybrid or live events. But many have learned the hard way how tricky it can be to manage technical setups, coordinate speakers or moderate virtual platforms solo especially on tools like Teams. Bringing in experienced support can save headaches and keep your event running smoothly, so you can focus on what matters.
How to Avoid: Identify which parts of your event require specialist skills or extra hands early on. Delegate technical, logistics or facilitation tasks to professionals or trusted team members. Budget for essential support, investing here can save money in the long run by avoiding costly mishaps or delays.
3. Cramming Too Much Into the Day
Packing the schedule full might seem efficient, but it often overwhelms attendees and decreases engagement. Remember to factor in time for people to move between activities, network or just take a breather. A well-paced event feels relaxed and enjoyable, rather than rushed and chaotic.
How to Avoid: Create a realistic timeline that includes a buffer between sessions and activities. Think through the flow from the attendee’s perspective, how long will breaks, transitions and meals take? Less can be more: prioritise quality over quantity and give guests time to absorb and interact.
4. Underestimating the Workload and Running Out of Time Before the Event
Planning takes longer than you think. Don’t leave key tasks like vendor coordination, tech checks or communications to the last minute. Starting early and having a clear timeline can prevent stressful last-minute scrambles and ensure everything is ready when your guests arrive.
How to Avoid: Develop a detailed project plan with deadlines for every major task. Build in extra time for unexpected delays or last-minute changes. Regularly check progress against your plan and adjust as needed, so nothing gets left until the last minute.
Also, make sure to allocate sufficient time for setup on the day of the event. Whether it’s arranging seating, testing AV equipment or final décor touches. Rushing setup can cause unnecessary stress and impact the smooth running of your event right from the start.
5. Neglecting Post-Event Engagement
Many events miss out on the opportunity to keep the momentum going after the day is over. Without follow-up, attendees might forget key messages or feel their time wasn’t valued, losing potential leads or connections.
How to Avoid: Plan your post-event communications in advance. Send thank-you emails, share event highlights or recordings and ask for feedback to show attendees you value their experience. This keeps your event top of mind and helps build lasting relationships.
