20 Common Mistakes Event Organisers Make and How to Ensure Success

Planning an event can be both exciting and overwhelming. Each detail counts, from vibrant decor to flawless logistics. However, even seasoned event organisers can miss critical elements that impact the overall experience. Whether you are planning a wedding, a community fair, or a corporate conference, overlooking specifics can lead to chaos, delays, or disappointed attendees.

In this post, I will outline 20 common mistakes event organisers make and provide actionable tips to help you steer clear of those pitfalls.

1. Power & Charging Needs

Power concerns can easily slip through the cracks during planning. This can lead to dead microphones or projectors, creating significant disruptions.

Tip: Assess your event equipment and create a power plan. For instance, if you have six laptops and five speakers, ensure there are enough outlets within reach. Identify potential power strip placements and have backup batteries ready.

2. Signage & Directions

Without proper signage, guests may wander aimlessly, creating frustration.

Tip: Place clear directional signs throughout the venue. For example, consider labeling areas such as “Registration,” “Restrooms,” and “Breakout Rooms.” This simple addition can save you from guest confusion and anxiety.

3. Name Tags / Badges

Overlooking name tags can hinder networking and create awkward moments.

Tip: Prepare name tags at least a day before the event. Provide extras for last-minute attendees. A well-organised name tag system can foster smoother introductions and breakdown barriers between guests.

4. Pens, Paper & Stationery

Small items like pens and notepads may seem trivial, but they are vital for engagement and note-taking.

Tip: Keep a “stationery kit” that includes at least 10 pens, 20 notepads, and sticky notes to cover unexpected needs. This way, you won't face a scramble when someone asks for a pen during a brainstorming session.

5. Emergency Contacts

You never know when an emergency will arise, making quick access to contact details crucial.

Tip: Have a printed list of vendors, speakers, and venue contacts on hand. Make an additional digital copy readily accessible on your smartphone or tablet. This presents an efficient way to find necessary contacts quickly.

6. Water & Snacks

Refreshments can greatly enhance attendee enjoyment, yet are often overlooked.

Tip: Plan for one water bottle per attendee and prepare snacks to accommodate different dietary preferences. For example, if you expect 100 guests, having 100 water bottles and a few gluten-free or vegan snack options can keep everyone satisfied.

7. Microphones & Audio Equipment

Audio issues can derail a presentation, confusing speakers and attendees alike.

Tip: Conduct a sound check at least one hour before the event begins. For instance, using a mix of wired and wireless microphones can prevent connectivity problems and ensure a smooth experience for everyone.

8. Wi-Fi / Internet Access

Reliable internet is necessary for check-ins, presentations, and online engagement.

Tip: Confirm Wi-Fi capabilities with the venue. Print out the username and password for hard copies while also bringing a mobile hotspot as a backup. This ensures that you remain connected throughout the event.

9. Trash Bins & Cleaning Supplies

Trash can pile up rapidly, leading to an undesirable environment.

Tip: Distribute trash bins around the venue, placing them within easy reach of guests. Additionally, keep cleaning supplies on standby for any unexpected spills.

10. First Aid & Safety Supplies

Accidents can happen anytime, making readiness key.

Tip: Stock a first aid kit and ensure that at least two team members know its location. This allows you to address minor injuries promptly, keeping everyone safe.

11. Event Schedule

A well-detailed schedule is vital for keeping the event on track.

Tip: Share the event schedule with all team members and have copies at registration. Alternatively, use an event app to allow instant access to the schedule. This keeps everyone aware of activities and helps maintain the flow.

12. Backup Plans

Events don’t always go as planned, so it helps to prepare for unexpected challenges.

Tip: Create contingency plans for scenarios like inclement weather or technical issues. For example, if you planned an outdoor ceremony, have a suitable indoor location arranged as an alternative.

13. Vendor Coordination

Communication lapses can lead to confusion on the day of the event.

Tip: Confirm all vendor arrangements one week prior. Assign a point of contact for the event day to resolve any last-minute issues. This ensures clarity and a unified effort among all involved.

14. Guest List Management

Tracking RSVPs can lead to an organisational nightmare.

Tip: Implement an event management software tool that allows easy updates and tracking of guest lists. This way, you can ensure accurate counts for seating and catering.

15. Lighting

Improper lighting can diminish the event's atmosphere and visibility.

Tip: Evaluate your venue's lighting situation. For example, consider additional uplighting to illuminate key areas and enhance ambiance if natural light is insufficient.

16. Accessibility

It's critical to ensure access for all attendees.

Tip: Review the venue's accessibility features ahead of time. Install ramps or arrange seating to accommodate guests with disabilities. This consideration boosts inclusivity and makes your event welcoming for everyone.

17. Photography & Videography

Capturing moments is essential for future promotions and memories.

Tip: Hire a professional photographer and videographer to document your event. This content can be shared later for marketing purposes or as a keepsake for attendees.

18. Feedback Collection

Understanding attendees' perspectives is pivotal for improvement.

Tip: Create a concise feedback form asking specific questions, such as “Rate your experience on a scale of 1-10.” Distributing this immediately after the event can yield honest insights for future planning.

19. Thank You Notes

Expressing gratitude builds stronger relationships.

Tip: Send thank you notes or emails within a week post-event to acknowledge vendors and team contributions. This simple act of recognition can create lasting connections.

20. Post-Event Review

Reviewing the event is key to continuous growth.

Tip: Schedule a debriefing session with your team one week after the event. Discuss what was successful and identify areas for improvement. This reflective practice sets the stage for even better future events.

Events Done Right: A Journey of Success

Planning an event involves juggling many details, and being mindful of these common mistakes can significantly increase your chances for success. By proactively addressing these key elements, you’ll create an engaging and memorable experience for both you and your attendees.

By keeping these considerations in mind, you can enhance your event planning skills and leave a lasting impression on your guests. Happy planning!