Just when you think you have everything under control at an event, the unspeakable happens. Whatever the disaster, whether it’s lost guests, broken centerpieces, or missing seating, these event planning problems need to be dealt with, fast. Luckily, with proper planning most of these are avoidable, but the unexpected is bound to happen as well. Here are some of the common pitfalls that could occur and how you can plow past them.
1. Oops, I Went Over Budget
We’ve all done it–got caught up in the “must-have” details and completely blown the budget. It happens, but it’s also an event planning problem that is totally avoidable. Budgets are meant to be defined and monitored. Set a realistic budget and account for the necessities before moving onto the fun, variable aspects of the event. Ensure that you keep track of every expense, hold onto your receipts, and familiarize yourself with all contracts in case the cotton candy wall you were hoping for turns out to not be a priority.
2. There’s Not Enough Time
Time can fly when planning events and sometimes it seems like all the details will just fall into place at the last minute. This is an unrealistic assumption that can cost you your event. Start planning early and create a timeline to follow throughout the process. Venues and vendors can book up early and some aspects will take longer than you’ve planned for. Don’t be ashamed to ask for help when needed and keep the plans efficient to avoid rushing around closer to the event date.
3. Wait, Why Are We Here?
It’s just a party, right? Wrong. Even for the most casual of events, it’s great to define an objective or goal. This helps determine what’s important at the event, it helps provide attendees with solid reasons to attend, and makes it clear why they’re invited. In return, invitees will want to attend your event and you won’t be left hearing crickets when the date arrives. Ask yourself what you’d like the outcome of the event to be and work back from there.
4. There Aren’t Enough Hands
When planning events, we don’t always have a full team at our beck and call to help with the planning process or day-of duties. By enlisting a great team of help, whether that is fellow staff members, friends, or volunteers, you’re able to get much more done, far more efficiently than if you were on your own. Remember to create a proper schedule for those willing to help. The last thing you want is for your extra hands to be twirling their thumbs with no direction.
5. Are You Lost?
Choosing the right venue location can determine the success of your event. Not only should it be simple to get to and preferably located close to public transit, but it should be in a great area as well. Easy access to your event is helpful, but your guests will also appreciate arriving to an inviting area where they feel safe and comfortable. The location should be easy to find and clearly mapped out for everyone’s ease. Spending the night giving directions or losing guests is an event planning problem that can easily be avoided.
6. It Was All Supposed to Work Out
Disasters are easy to come by when there’s no plan B—and don’t even think about skimping on a plan C! Usually it’s the smallest details that can have the biggest impact on the way your event is perceived by guests. By having a solid contingency plan equipped with a list of trusted vendors in case of emergencies, any issues that do arise (and they will) can be easily dealt with in a timely manner. Whether the rentals don’t match the order sheet or the band is late, have a full arsenal up your sleeve to manage any event planning problems with ease.