It’s a tough world out there in the event planning space, and running an event planning business comes with its ups and downs. Even experienced NYC event planners make some rookie mistakes, usually by accident. Lucky for you, we have the big flashing sign that says “Watch out.” And remember that mistakes are great opportunities to learn and grow. To help you do both, here are what some of those mistakes look like and how to avoid them.
1. Not Having a Backup Plan
Big mistake number one is limiting yourself to plan A. While it sounds a bit myopic out loud, it’s easy to get caught up in the ideal event planning spread and not want to think about how it could go wrong. Event venues may change or double-book by accident, budgets may change, technology may not cooperate, or staffing may change. Any number of snafus could happen. Having a few event alternatives gives you the flexibility as a New York event planner to shift gracefully and smooth out what might be a huge potential event planning pothole.
2. Overlooking the Benefits of Technology
Technology is everywhere and the event planning industry is no exception. Use it to your advantage! Ignoring technology or not exploring what apps, programs, or systems can help your event be more integrative, more streamlined, and more efficient is a mistake that your business will absolutely feel. Set aside some time in the event planning process to explore which technology tools out there fit your event’s needs.
3. Inconsistent Communication
Communication is key in New York event planning. Man, oh man, if your communication (with clients, vendors, or guests) breaks down in any way, you risk serious missteps in the event experience. An easy way to mitigate this is to set up regular meetings and keep track of your correspondence with vendors, caterers, and staff. And make sure that if you have any questions with anyone, ask for clarification so everyone can get back on the same page. Use apps and various channels to stay in contact throughout your process, too. Good communication leads to better networking over the long term, too.
4. Fuzzy Event Objectives and Goals
Make sure you establish clear event objectives and goals before you start locking in vendors, venues, and entertainment. Create your “experience scaffolding” and stick to it while you construct your event. When you forget your event’s objectives and goals, you’ll find that your event components may end up being disconnected and confusing for guests and partners, meaning a lot of holes for details to fall through.
5. Overspending
A huge event planning mistake (often a rookie misstep) is going over your event’s budget. Now, there’s always a possibility of things happening beyond your control as a New York event planner. Regardless, it’s important to stick to your event’s budget as strictly as possible so that you’re not in a position to cut corners and compromise aspects of the event itself. What can help plan for the unplannable is building a bit of a backup into your event’s budget, just in case a rush or rebooking fee pops up.
6. Understaffing Your Events
Skimping on staff is a big no-no for NYC events. Overstaffing isn’t the best either, but in terms of event guest experience, it’s better to have a few too many staff who can be there in case anyone needs assistance. Appropriate staffing levels show that you, as an event planner, understand the labor involved in different aspects of your event, know how to prioritize guest experiences, and maintain professional support within your professional community.
7. Being a Lone Wolf
Don’t think you have to do this whole event planning thing alone, even if you’re just starting your event planning business. Reach out to other professionals, collaborate, ask questions, go to lunches, do whatever you can to create connections, and build a team. Events are too big a load to carry by yourself.
8. Ignoring Feedback
Feedback is fuel, even if it feels negative or is geared toward what could have gone better at an event. Get used to viewing your events and processes through a constructively critical lens, and be open to receiving feedback. Positive feedback and metrics can show you what was successful, and negative feedback or metrics can show you what needs to be refined, or even show you what connections need to be cut.
9. Skimping on Promotion
Events aren’t events without attendees. Your event's promotional marketing plan needs to be clear and refined, and you need to have enough time and funds to do what it does best: drive traffic, kick-start momentum, sell event tickets, secure exhibitors, land sponsors, and reach your target event audience. Look into designating a team member for promotions, or consider streamlining this process through an event management app.
10. Losing Sight of Your Audience
Remember, events are about who’s attending them. Curating phenomenal events starts with understanding who the event is being curated for. Create an event guest avatar during your planning phase. Who are your guests going to be? What do they value and enjoy? What event planning choices align with that guest avatar to craft an amazing experience that will keep them returning to future events? Use these guest profiles to target your event marketing campaigns.
One More Flashing Sign: Attend The Event Planner Expo 2025
One last piece of advice is to attend The Event Planner Expo this October right here in NYC. There are endless opportunities to network, connect, learn, and share your expertise with other industry professionals and experience industry trends firsthand. Secure your tickets here and brainstorm with some of the best this October!
