Tulsa Event Venue

10 Common Event Planning Mistakes and How to Avoid Them

When it comes to planning an event, mistakes can be costly. Whether you’re hosting a corporate gathering or planning a wedding, these common missteps can lead to missed opportunities, unhappy guests, and even financial losses.

In this blog post, we’ll explore the 10 most common event planning mistakes, and tips to help you prevent them.

1. Over or Underestimating Your Guestlist

One of the top mistakes made when planning an event is getting the attendance numbers wrong. If you undercount, you risk running out of supplies; if you overcount, it can result in wasted food and money.

As a rule, it’s best to overestimate the number of guests you plan to invite so that you can accommodate any last-minute additions or surprises.

2. Failing to Create a Budget

Creating an accurate event budget is key to avoiding both financial shortfalls and overspending. Take into consideration all costs associated with the event, such as venue rental, catering, and equipment rental fees.

3. Procrastinating on Vendor Selection

Finding reliable vendors can be a challenge; however, leaving vendor selection to the last minute can lead to overspending or inadequate service due to lack of availability.

Start researching vendors as soon as possible, and be sure to read reviews from previous customers before making your decision.

4. Underestimating Time Requirements

From venue rental to decorating, there’s a lot that goes into event planning. Don’t underestimate the amount of time it will take you to accomplish all your tasks.

Create a realistic timeline for yourself and allow plenty of time for setup, decoration, and breakdown after the event.

5. Skimping on Security

No matter what type of event you’re hosting, security should be a top priority. Assess the size and layout of your venue and determine if additional protection is necessary.

6. Not Preparing for Inclement Weather

Weather can have a significant impact on an outdoor event, so make sure you’re prepared if the forecast calls for rain or other inclement conditions. Have backup plans in place, such as alternative locations or tents.

7. Failing to Delegate Tasks

There’s only so much that one person can do when planning an event. To ensure everything gets done promptly, delegate tasks to volunteers or other members of your team.

8. Neglecting the Little Details

From table linens to seating arrangements, don’t forget to think through the small details that can make or break an event. Follow up with vendors multiple times and double-check their work; this will help prevent any last-minute surprises.

9. Not Establishing Clear Goals and Objectives

Before you begin planning your event, take the time to identify your goals and objectives. This will help you focus on the task at hand, and ensure that all your efforts are geared towards achieving those specific outcomes.

10. Not Anticipating Problems

No matter how well-planned your event may be, it’s important to anticipate potential problems or issues that could arise during the event. Have a plan in place to address anything that comes up.

At Stokely Event Center, we are passionate about ensuring that your next event goes off without a hitch. Our experienced staff will work with you every step of the way to ensure a memorable and successful experience for you and your guests.

Contact us today at (918)600-4448 or submit a reservation request here to learn more about planning your next event!