3 Mistakes You Need to Avoid When Planning Your Next Party

January 27, 2023 Susan Serena

Are you planning your next party? If so, there are some mistakes that event planners in New York need to avoid.

There are many mistakes that you can make when planning a party, but these are some of the worst. If you avoid these mistakes, then your next party will be a success!

A successful party takes careful planning and smart decisions.

A successful party takes careful planning and smart decisions. If you want your event to go off without a hitch, here are three things that event planners in New York need to avoid:

  • Don't leave it until the last minute. There's nothing worse than having your carefully planned party ruined by a lack of time or resources. The best way around this is by starting early--even if it means getting an early start on the decorations!
  • Don't try to do everything yourself. Delegate tasks among friends and family members so everyone has something fun and meaningful to do at their own level of expertise (or interest). This will help ensure everyone has fun while also keeping costs down--and it'll let you take credit for being such an awesome organizer!
  • Avoid over-planning. Don't invite too many people who won't show up anyway because then there will be too much food left over after the event ends which means no one gets any seconds after dinner ends either--and nobody wants that kind of disappointment on their plate!

Not Having a Proper Headcount

The first thing event planners in New York need to figure out is how many people to invite. If you're having an informal party with your friends, it's okay if there are 20 or 30 people there. But if you're hosting a more formal event and want things to run smoothly, try keeping the guest list under 50.

If you've over-invited and find yourself with too many RSVPs, don't panic. Just ask some of the guests who haven't responded yet whether they can come (or if they even want to). Just make sure that everyone who does show up knows how many other guests are coming!

Once you know how many people will be attending, calculate how much food and drink are needed per person at each mealtime. This can help prevent any awkwardness when one side of the table has five glasses and no water while another side has none left on their plates because there wasn't enough food for everyone at once.

Not Planning It Early Enough

If you're like most people, the idea of planning a party can be overwhelming. There are so many details to keep track of and so many decisions to make that it's easy for things to get out of hand quickly--especially if you start planning too late in the process.

So how do you avoid this? The first step is making sure that everything is planned out early enough so that there's still time for everything else before your big day arrives. This means creating an agenda or schedule for yourself with all the key points written down (e.i., "pick up cake" or "send invitations") and then following through with those tasks as they come up over time until everything else is ready as well.

Trying to Do too Much Yourself

It's tempting to want to do everything yourself, but you need to delegate tasks. This will allow you more time for the things that are most important and leave no room for mistakes or confusion.

You should also be honest with yourself about what tasks can be delegated and which ones should stay under your control.

If you're having trouble figuring out where things should fall on the spectrum between "do it yourself" and "delegate," here's a quick cheat sheet:

  • Anything involving money or numbers is best left in the hands of someone else--even if they aren't as good at math as you are!
  • Tasks that are purely administrative, such as answering emails and scheduling appointments, can be delegated.
  • Tasks that involve making decisions or communicating important information to others should stay in your hands.

If you're not sure whether a task should be delegated or not, ask yourself the following questions:

  • Is this something that can be done by someone else? If so, then delegate it.
  • Does this task need to be done well? If not, then delegate it.
  • Do I know someone who is better at this than I am? If so, then delegate it.


In the end, it's important to remember that a party is not just about the food and drink. It's also about having a good time with friends, family, or coworkers.

The best part about planning your next event is that you don't need to do everything yourself! With help from our team at Party in a Box (and maybe even some of your friends), you can make sure your next get-together goes off without a hitch and leaves everyone talking about how great it was for weeks after.

At the next Event Planner Expo, you'll be able to meet with the event planners in New York and learn all about the many ways we can help make your next event a success. Click here to register!


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