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Feb 20
2018
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How to Avoid Common Event Planning Mistakes

 

Planning an event is hard work: it takes time, energy, and thought to organize a meaningful and enjoyable experience for your guests. However, the details of event planning often go overlooked, especially for anyone planning an event for their first time. Learn about some of the common event planning mistakes people make when planning an event and how to avoid them for your next party or gala.

 

Keep Your Budget in Front of You

Decide early in the planning process how much you realistically have to spend on your event. Make a list of everything that is going to cost you money from the big expenditures—venue, food, and invitations—to the small ones—printing, name badges, and signs. Project how much each line item will cost by making phone calls, doing online research, and getting price estimates.

Once you know what your spending limits are, you are ready to tackle the rest of planning. Keep your budget front in center when negotiating contracts so you are more likely to stick to it. Events are often expensive, and prices can soar quickly.

 

Start Planning Sooner

Many people underestimate how long it will take them to organize their events. It takes time to brainstorm, plan, and execute a successful event and you’ll want to make sure you have plenty of time to do it well. It depends on the type of event, but you will ideally want to start planning anywhere from six to twelve months before the estimated date.

 

Read the Fine Print

Contracts with vendors can be tricky, so it’s important to read everything and make sure you have an understanding of exactly what you are signing. If you don’t understand something or have concerns about something that a vendor has included into a contract, then speak up and ask about it!

 

Account for the Weather

Nothing is worse than planning an outdoor event only to receive the weather report the day before and find out it will be raining the entire time. Even if your event is inside, consider how the weather will affect your guests’ travel and do your best to have a contingency plan in place.

 

Schedule a Walk-Through

You want to make sure that there are no surprises during the event, so schedule a walk-through of the facilities you will be using a couple of months before your event to confirm you have everything you need for the venue. Sometime in the month before your event, come back and schedule a run-through so that you can make notes of any issues with logistics or coordination and account for them well ahead of time.

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