Planning your first event can be exciting, but it can also be intimidating. Whether you’re taking the reins on planning a baby sprinkle or baby shower, a spa party for a friend, or the annual women’s retreat, you want to ensure that everyone who attends has a great time. That is a lot of pressure to put on yourself, and when you put a lot of pressure on yourself, it is easy to make mistakes, especially if you don’t know the ins and outs of event planning yet.
If you’re nervous about making rookie mistakes while planning your first-ever event, here are some common pitfalls first-time hosts and event planners find themselves in, and how you can avoid them altogether.
Mistakes First-Time Event Planners Make and How to Avoid Them
First, let me make something clear. It is inevitable that something is going to go awry at some point in the event planning process. How you handle it is absolutely essential to your recovery and if you’re going to pull off a successful event, you must proceed with grace. Grace for those around you, and grace for yourself. I like to say grace grace – a double portion extended because that’s what I want to receive. Now that we’ve covered that, let’s look at what you can do to reduce the things that go awry.
Neglecting to Make a Project Timeline
A project timeline is every event planner’s best friend. It tells you which tasks you must do each day or week leading up to the big event. That way, you can spread out when to do each task, cover all your bases, and won’t be overwhelmed about ironing out all the details in one go. It’s also a great way to see whether you’re on the right track at any point in the planning process.
We recommend making your project timeline as early as possible, even if the event is months away. Create a clear timeline with major milestones for each week, such as booking the venue and sending invitations.
Not Setting a Clear Budget
Before you book any suppliers, it’s important to know your final budget for the event. If you don’t know the budget you need to work around and are signing contracts with suppliers left and right, you’ll easily go over budget in the blink of an eye.
Instead, create a detailed budget plan from the start, allotting a specific amount for each vendor or event detail, from catering to decorations to the program host. Then, stick to the budget like your life depends on it.
Choosing the Wrong Venue
Even if you have every other detail of the event down pat, booking an unfavorable venue could ruin your entire event. It’s important to book one that is the right size for your guest count. If it’s an outdoor venue, make sure there are backup plans in case the weather isn’t on your side on the day of the event. If it’s an indoor hall, ensure it’s air-conditioned to keep everyone cool and comfortable during the program. If you’re not sure how to pick the best venue for your event, read these essential venue selection tips to guide you.
Overloading the Program Schedule
You want to pack as many meaningful and fun speeches, games, and announcements into the program as possible, but if you cram too many things into a short time, the program will feel rushed and run late, which can be frustrating for many guests. Instead, pick and choose which parts of the program you know everyone will enjoy and appreciate. Stick to those for a well-paced program that guests will love.
Ignoring Accessibility Needs
Always think about guests who have accessibility needs, such as seniors with limited mobility or people in wheelchairs. If you overlook their specific needs, they might feel excluded and embarrassed, keeping them from enjoying the event. Make sure the event venue you book has ramps, elevators, and other ADA-compliant features that can make attending the event a breeze for people with disabilities.
I’ve had the privilege of planning a variety of events for the women of our church, including a luau, the annual ladies’ tea we formerly had, our recent women’s brunch, our annual Christmas parties, a couple of women’s retreats, and I’ve helped plan a few other fun events. I’ve helped friends plan their weddings, I’ve thrown baby showers and bridal showers, and I’ve thrown a themed birthday party or five, including a fun kids rainbow-themed party, an emoji pool party, and a few others.
With that in mind, I have a checklist that I run through whenever I plan anything. So, I thought I would share it with you as printable.
Get the event planning checklist simply by checking out. It’s currently free or “Pay What You Want” because I haven’t figure out how to actually list things as zero dollars with this new storefront interface. Feel free to snag it free, or if you want to contribute something for my time and effort in designing them, that’s cool too.
With a little bit of foresight and thoughtfulness, you can steer clear of these mistakes when planning your first event. Just remember to plan thoroughly for every detail, stick to the budget, and think about including all guests plan to attend, and you’re set.
