#88 Five Crucial Event Planning Mistakes That Could Derail Your In-Person Event

Running in-person events can be an incredible opportunity for your business, especially in today's digital world where people crave real-life connections. However, filling these events can be more challenging than you might think. It requires significant investment from attendees in terms of time, energy, and money.

As someone who's made all the event planning mistakes I'm about to share, I want to help you plan your events effectively and avoid the common pitfalls.

Mistake 1: Insufficient Planning Time

One of the biggest event planning mistakes is not allowing enough time for preparation. While it's possible to organise an event in just a few weeks, it's incredibly stressful and can lead to numerous challenges.

Recommended Planning Timelines:

• One-day event - 2 months minimum
• Multi-day retreats - 4-6 months
• International/week-long events - 6-12 months

Scheduling proper planning time ensures that you can secure an ideal venue and give yourself time for effective marketing. Participants can arrange their schedules, and international attendees can plan their travel.

Mistake 2: Not Gauging Interest Before Committing

Before booking venues or making significant commitments, it's crucial to gauge interest in your event. I've seen many coaches book retreats without knowing if anyone would attend, leading to financial losses and emotional stress.

Three Ways to Test Interest:

1. Create a waiting list using a simple landing page
2. Use the five-person test - can you name five people who'd say yes?
3. Survey your audience about topics and attendance interest

Remember to clearly communicate your event's core promise. For instance, my event promises attendees will leave with a vision, a plan, and connections to help them achieve their goals.

Mistake 3: Taking on Too Much Financial Risk

Financial risk is one of the most stressful event planning mistakes. To avoid this:

• Try to find venues that will hold your spot without immediate payment
• Use pre-sales to cover initial costs
• Be smart about deposits and negotiate payment terms
• Set realistic pricing that factors in ALL costs, including VAT and taxes
• Consider offering payment plans to make it more manageable for attendees

Mistake 4: Poor Itinerary Planning

When planning your event schedule, avoid these common mistakes:

• Over-scheduling - don't pack too much content in without allowing time for discussion and connection
• Under-scheduling - ensure you provide enough structure and value

Finding the right balance is crucial. Remember that information is everywhere - it's implementation time that is most valuable. Include buffer time for unexpected developments and, for longer events, include free time for reflection and for people to make informal connections.

Mistake 5: Inadequate Marketing and Pre-Event Engagement

Many underestimate the marketing effort required to fill an event. Spend 80% of your time marketing and 20% planning the actual day.

- Start marketing as soon as you have key dates confirmed

- Use multiple channels, not just social media

- Create a content strategy with behind-the-scenes content and testimonials

- Leverage your network and ask them to spread the word

- Engage participants before the event through questions or virtual meet-ups

- Consider early-bird pricing to create urgency

Every event is a learning experience. I've learned these lessons through real-life practice, from throwing my first event with just two and a half weeks' notice to gradually improving my approach. If you've made any of these event planning mistakes, go easy on yourself - you'll either win or you'll learn.

Remember, running in-person events can be challenging but, with proper planning and awareness of these common pitfalls, you can create successful, valuable experiences for your attendees.

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