The Most Common Event Planning Mistakes and How to Avoid Them

Whether you are planning a company grand opening or picnic, a conference for your non-profit or Grandma's 80th birthday party, successful events don't occur without planning. Though planning a special event may initially seem easy, it is not if you want the party, meeting, conference or other event to flow smoothly.  Following are the most common event planning mistakes and suggestions on how to avoid them.

• Not placing the right person or persons in charge. We are all busy. Asking your secretary to take on the added responsibility of planning a major conference or party means she/he will need to set aside other duties. He/she will have to choose between spending time on the party or on their regular work load. She/he may need to spend time out of the office for meetings and that can then lead to overtime to accomplish what should have been done during the day.
  
  If your event will be complicated or take days - not hours - to plan, you can best utilize everyone's time by hiring a professional event planner who can quickly create and manage a plan, allowing your staff to do what they do best and what you pay them to do.
  
• Not establishing a budget and adhering to it. Unless your business or family has unlimited resources, you need a budget. Start by deciding what items are most important to you - a great venue, food or outstanding decor - then plan accordingly. Don't be tempted to spend more than you can afford.
  
• Failure to document your plan and all changes. All plans change, some in only minor ways, others in major ways. Be certain everything is documented in writing and communicated to those who need to know. If you have a planning committee, everyone needs to be on the same page. If someone will be in charge of set-up and someone else in charge of vendor oversight, they each need to know what they are doing and coordinate plans. Document, document, document.
  
• Failure to account for the unforseen. Things happen; vendors may be delayed in traffic or have a truck break down. A sudden storm may force your outdoor picnic inside. The father of the bride might break his leg. You can reduce some risks with awareness and advance planning, such as having a backup location in case of bad weather, being aware of road construction in the area and other potential problems. If an unplanned situation occurs, don't panic. Rather, pull together to make the best of it.

Your special event can be memorable for all the right reasons if you approach the planning realistically with the right people in charge, a comprehensive budget and clear communication among all participants. Don't risk having a mediocre event when you could have a spectacular one by planning purposefully.