5 Pitfalls of Event Planning and How to Avoid Them

According to Professional Convention Management Association (PCMA), the world’s largest community for business events strategists, event planning is one of the most stressful jobs in the world. In a PCMA article online, a study is shared stating that event planner stress levels are the third-most stressful job in the world for 2023.

In a high-pressure job, event planners handle the coordination of all sizes of events, including managing client expectations, tight deadlines, long hours, lack of control, and constant interruptions. However, for many, the thrill of overseeing a successful event resulting in happy attendees as well as exceeding the client’s goals is worth the effort.

Amber Feldpausch, CMP, CTA, Senior Event Manager for Ngage Management, has been an event planner for more than 15 years. During that time, she identified many ways to avoid potential problems before they become challenges to overcome. Here are her five pitfalls of event planning and how to avoid them.

1.)    Managing Multiple Moving Pieces.

Event planning has been in the top 10 of the most stressful jobs for more than a decade now. One reason is the multiple tasks involved and changes that can happen at any time. A way to avoid this is to figure out the best way to manage your time. For example, setting time aside to focus on specific pieces of an event is crucial. Also knowing what your priority focus is each day is key to maintaining control of your event.

2.)    Not Planning Early Enough.

The suggested time to begin planning is one year out for every 100 attendees. For groups of more than 300 attendees, the planning should begin 3 + years out from the event date. You can secure the venue and date preferred before the space is sold out and develop a timeline from that date going backward, adding specific deadlines. Planning early also allows you time to create a promotion plan to attract sponsors and exhibitors. You can also avoid being rushed to contract for audio/video services, speakers, and more. In addition, you have time to promote the event in advance to attendees.

3.)    Industry Staff Shortages.

The hospitality industry has not returned to pre-COVID-19 numbers. We are seeing this on both the supplier and organizer sides. Because of this, response times may be longer, planning is being divided into other roles, and deadlines are shifting. To keep this from disrupting your event, communication is key. Keep everyone informed and stay on top of requests.

4.)    Limited Budgets.

Businesses are still dealing with the effects of COVID-19 and may not have the budget for staff professional development. Travel costs for their employees to attend events add up quickly, including food costs, hotels, flights, etc. The best thing to do to avoid these issues is to have an event budget and monitor it along the way. Try to save on costs where you can and negotiate to keep charges down for your association and attendees.

5.)    Not Utilizing the Latest Technology.

Technology changes daily and in event planning, it’s important to know the resources available to stay relevant. To avoid your event becoming static and out-of-date, know what’s available. You can do this by attending training sessions, requesting demos, and asking other event professionals or organizations what they are incorporating into their events.

When it comes to event planning, the way to avoid pitfalls includes ample planning time, ongoing communication, negotiation, and using the latest technology to streamline the overall process. Careful event planning can help ensure your participants are happy and may be more likely to return to your event next year!