Ever met someone who could turn a simple coffee catch-up into a full-scale production? Yeah… we’ve all been there. In the world of events, it’s surprisingly easy to do the same thing. You start with good intention – organisation, attention to detail, flawless planning – but before you know it, your “simple networking breakfast” has a 27-page runsheet, a 14-person approval chain, and six different versions of the floor plan.
If you’re looking to overcomplicate an event, here’s your foolproof guide (and a few reminders on what not to do).
1. Overprepare your runsheet
One of the most common event planning mistakes is trying to account for every single second.
Minute-by-minute breakdowns are great… until you’re scheduling things like “2:07 PM: MC walks to stage” and “2:08 PM: audience laughs politely.”
A runsheet should be a tool, not a novel. Keep it functional and flexible enough for the unexpected because there’s always something unexpected.
2. Get everyone involved in every decision
Why let one person approve the menu when ten can?
Nothing slows down planning like too many cooks in the kitchen, especially when half of them are out of office. Trust your team, assign responsibilities, and keep communication streamlined. Consensus is nice, but efficiency is better.
This is one of those event management mistakes that looks like collaboration but quickly turns into chaos.
3. Add layers of contingencies (foryour contingencies)
Having a wet weather plan? Essential.
Having a backup for your backup for your backup? That’s just chaos disguised as preparedness.
Smart planning means knowing your non-negotiables and prepping for the likely scenarios, not every possible one. Overplanning is just another form of overcomplicating.
4. Overthink every detail
Fonts, napkin folds, and playlist order are all important, until they aren’t.
Spending hours debating between ivory and off-white tablecloths won’t change the guest experience, but it will drain your time and energy.
One of the most overlooked event planning mistakes is focusing on things guests won’t even notice. Save your attention for the elements that actually impact their experience.
5. Ignore the power of simplicity
Simple doesn’t mean basic, it means intentional.
The best events are cohesive, clear, and well-executed, not weighed down by unnecessary complexity. Great experiences come from thoughtful design, not from how many tabs you’ve got open in your spreadsheet.
The real lesson
Behind every perfectly smooth event is a team that knows when not to overdo it. Organisation, yes, but also intuition, trust, and the ability to adapt on the day.
So next time you find yourself three tabs deep into a “revised runsheet v12_FINAL_FINAL,” take a breath. Simplify. Streamline. The magic happens when everything feels effortless, even if it took months of smart planning to make it that way.
Avoiding common event planning mistakes doesn’t have to be stressful – that’s where FAME comes in. We blend creativity with strategy to streamline every element of your event, from runsheets to contingencies, so you can focus on what matters: delivering an unforgettable experience. With FAME, you get a team that handles the details, navigates the challenges, and makes sure your event looks effortless, even if it took meticulous planning behind the scenes.
Planning an event? Get in touch: Contact FAME Events Design Studio