5 Confessions of a Meeting Planner: The Real Talk About Event Planning

When you step into a beautifully designed event space, the atmosphere is electric, the decor is flawless, and everything seems to flow effortlessly. But behind that perfect experience is a flurry of planning, sleepless nights, and a planner clutching their clipboard like it’s a lifeline. Let’s pull back the curtain and reveal the unfiltered truths of event planning. Here are five confessions every planner can relate to—and how you can turn them into your biggest strengths.

Wait & Hurry Up

The Mistake: Jumping into event planning without a structured project plan, resulting in last-minute chaos.

Planning an event without a solid roadmap is like heading out on a road trip without a map—you’re bound to get lost. Yet, it happens more often than you’d think. The adrenaline kicks in, and planners rush to start booking venues, vendors, and caterers without a clear project plan. The result? Last-minute chaos, missed deadlines, and too many "hurry up and wait" moments.

The Solution: Treat your event like a project—because it is! Create a detailed project plan with clear timelines, milestones, and shared access for all stakeholders. Use project management tools to track progress, assign tasks, and monitor deadlines. With everyone on the same page, you can avoid the rush and execute with precision.

Undervaluing the Squad

The Mistake: Overlooking the power of volunteers for event execution, especially onsite.

You can have the best event plan in the world, but without the right team to bring it to life, it’s all just theory. Too often, planners underestimate the value of volunteer support, leaving crucial gaps on event day. Churches, nonprofits, and community-based organizations often have untapped pools of willing hands—waiting for direction.

The Solution: Develop a Volunteer Plan that goes beyond just asking for help. Define roles clearly, set expectations, and communicate responsibilities. Most importantly, make volunteers feel like part of the team by recognizing their contributions. A well-organized volunteer team can be the difference between smooth sailing and a rocky event day.

Mo’ Money, Mo’ Problems

The Mistake: Building event budgets based on past events without current research.

If you’ve ever been blindsided by unexpected costs, you know the pain of outdated budgets. Prices change, vendors adjust their rates, and inflation doesn’t wait for your next event. Yet, many planners still rely on last year’s numbers and hope for the best.

The Solution: Build your budget from scratch each time. Start with itemized costs based on up-to-date research, market analysis, and fresh vendor quotes. Ensure you review costs annually and adjust for inflation, service changes, and evolving vendor rates. This proactive approach not only keeps surprises at bay but also strengthens your negotiation power.

Can You Hear Me Now?

The Mistake: Failing to communicate crucial event details effectively.

There’s nothing worse than realizing your caterer thought the event started an hour later, or that half of your volunteers didn’t get the memo about setup time. Communication gaps create last-minute scrambles that are entirely avoidable.

The Solution: Over-communicate. Yes, over-communicate. Set regular check-ins with your team and vendors, send status updates, and use communication platforms to keep everyone aligned. A five-minute check-in can save hours of backtracking and troubleshooting.

Groundhog Day Planning

The Mistake: Repeating the same mistakes event after event.

We all know the feeling—you wrap up an event and think, Next time, I’m definitely going to change that. But then, the next event rolls around, and the same issues pop up like clockwork.

The Solution: Conduct post-event debriefs with your team to document successes and areas for improvement. Capture notes while the event is still fresh in everyone’s mind. This reflection process is key to evolving your planning strategies and ensuring that each event is better than the last.

Event planning isn’t for the faint of heart. It’s a journey that requires grit, strategy, and a whole lot of communication. But when you address these confessions head-on, you’re not just planning events—you’re crafting experiences that resonate and inspire.

Ready to take your planning to the next level? Lean into these lessons, and watch your events transform from good to unforgettable.