Getting into the events business can be as exciting as it is demanding. Whether you're organising weddings, seminars, festivals or private parties, the world of events requires rigour, creativity and a constant ability to adapt. Yet many people, through lack of experience or overconfidence, make mistakes that can jeopardise the success of their projects. It is therefore crucial to be aware of the most common pitfalls so that you can avoid them more effectively.
Underestimating the importance of planning
One of the first mistakes made by people new to events is to believe that improvisation is enough. But meticulous planning of every stage of an event is not only advisable, it's essential. Every moment, every participant and every logistical detail must be precisely anticipated. Poor time management or approximate coordination can quickly lead to delays, oversights or scheduling conflicts.
Planning can't be improvised: it relies on a rigorous methodology, including feedback, checklists, intermediate deadlines and regular assessment of progress. If you neglect this preparatory phase, you run the risk of seeing the whole edifice collapse on the big day.
Neglecting to draw up a realistic budget
Many beginners think that it's enough to set a global figure for their budget, without really going into detail. But an event budget needs to be precise, flexible and well broken down. You need to anticipate not only the obvious expenses (venue, catering, technical equipment), but also the ancillary costs that are often overlooked, such as insurance, unforeseen logistical problems, travel or additional staff costs.
What's more, building in a safety margin of at least 10-15% is an essential practice for absorbing the unexpected without compromising the quality of the event. Failing to do so means exposing yourself to last-minute decisions that can damage the overall image of the event.
Wanting to manage everything yourself
Initial enthusiasm often leads young organisers to want to take care of everything themselves. This may seem more economical or reassuring, but it is a strategic mistake. Event management is a collective effort, in which each player has a specific role to play. Trying to control everything generally leads to exhaustion, a loss of efficiency and a poor distribution of tasks.
Knowing how to surround yourself with reliable service providers and delegating certain technical or creative aspects allows you to concentrate more fully on the overall vision. Wedding planners, for example, are a perfect example of the importance of intelligent delegation: they coordinate the various service providers, anticipate the needs of the bride and groom and ensure that everything runs smoothly to guarantee the success of the event. The organiser must learn to become a conductor, not a one-man band.
Blindly trusting your suppliers
Conversely, being too quick to trust a supplier simply because they have been recommended or seem experienced is another classic mistake. Every event is different, and a good service provider in one context is not necessarily good in another. It is essential to check references, analyse past projects and formalise agreements in a clear, detailed contract.
An unreliable service provider can ruin an event: late delivery, faulty equipment, services that fall short of expectations... the consequences can be serious. Vigilance is therefore essential, even when first impressions are positive.
Forget the legal and administrative aspects
The events sector is governed by numerous legal obligations. Municipal authorisations, event declarations, safety standards, civil liability insurance... all these elements need to be anticipated and managed in advance. Ignoring them or putting them off until the last minute can result in the event being cancelled outright, or even in legal proceedings.
It is essential to find out about local and sector-specific regulations, to consult experts if necessary, and to compile a complete administrative file well before the day of the event. Legal compliance is a sine qua non for success.
Minimising the safety issue
Safety is often relegated to second place, but it must be a priority. A poorly secured event can quickly become dangerous or even catastrophic, especially if it involves a large number of participants. Fire safety, flow management, accessibility, first aid, the presence of specialised staff: everything needs to be planned and approved.
Not thinking about it, or thinking that ‘it will be fine’, is a risky gamble that can be very costly, both in human and legal terms. Safety is also a condition of comfort for the participants, who must be able to enjoy the event with complete peace of mind.
Neglecting upstream communication
An event, however well organised, will have no impact if it does not attract an audience. Communication is a crucial lever that needs to be activated very early on. Creating a strong visual identity, using the right channels (social networks, emailing, press relations, posters), correctly targeting your audience, regular follow-ups... these are all actions that will ensure the visibility of your event.
Many organisers focus solely on technical organisation, forgetting that the success of an event also depends on its ability to mobilise people and get the word out. A well thought-out communication strategy is therefore essential.
Not anticipating the unexpected
In the world of events, the unexpected is the norm. Whether it's the weather, a sick speaker, a technical problem or a logistical conflict, you always have to have a plan B. Planning for alternatives, back-up solutions and buffer times can make the difference between an event being saved and a total failure.
Being prepared for the unexpected means demonstrating professionalism and situational intelligence. It also reassures partners and participants, who then perceive the organisation as solid and reliable.
Overloading the event with content
The temptation is great, especially when you're just starting out, to try and impress by multiplying the animations, surprises, speeches and visual effects. But too much often harms the overall experience. An overloaded event can become confusing, tiring for participants and less readable.
The key lies in coherence and fluidity. It's better to offer a clear, well-paced experience tailored to the audience than to try to do too much. Impact often comes from well-executed simplicity, not overkill.
Forgetting to provide post-event feedback
Finally, a common mistake is to close an event without learning from it. Yet the post-event debrief is an essential step in moving forward. It provides an opportunity to analyse what worked and what can be improved, to gather feedback from participants and partners, and to strengthen relations with service providers.
It's also an opportunity to showcase the event through communication content (photos, videos, testimonials), and to lay the foundations for the next project. A good organiser is also one who learns from each experience.
