The 10 most common mistakes when organizing an event and how to avoid them

Organizing an event, no matter how small, can become a roller coaster of details, decisions, and nerves. Whether it’s a birthday, a baby shower, or a small wedding, we all want it to go well, but it’s easy to get lost among the catering, the music, and the venue.

The good news: most of the problems can be avoided if you know where things usually go wrong.
At SpacePal, we tell you what the 10 most common mistakes when organizing an event are and how to dodge them, without stress.

1) Wanting to do it all yourself

The most classic mistake: wanting to have absolute control. From the playlist to the flowers.
How to avoid it: delegate. Always. Ask a friend or family member to take care of an area (for example, reception, drinks, photos). If the budget allows, hire a vendor or coordinator to free you from tasks during the event.
SpacePal Tip: Many venues already include support staff or organization service. Choosing a place with that extra can change your experience.

2) Choosing the venue only for the photos

It seems obvious, but it happens. You fall in love with a place on Instagram and then find out it has no parking, air conditioning, or covered space.
How to avoid it: think of your guests and their comfort before aesthetics. Visit the space in person or ask for real videos.
Tip: at SpacePal you can filter venues by capacity, type of event, and included services (climate control, kitchen, parking, etc.).

3) Not having a plan B (and praying for good weather)

Rain, wind, or a power outage don’t give notice.
How to avoid it: if your event is outdoors, make sure to have a tent, awning, or alternative hall. Also check the electrical network and ask if the venue has a generator.

The best event is not the one that had no surprises, but the one that was prepared to resolve them.

4) Underestimating time

Nothing goes well if you’re running.
How to avoid it: create a realistic schedule and add 10 minutes of margin between activities. If the party starts at 6 PM, assume people will arrive at 6:30 PM. And if there are surprises or shows, coordinate with the vendors in advance to avoid overlapping.

5) Not calculating quantities correctly

Food and drinks: the two big headaches.
How to avoid it: follow these simple rules:

• 10 to 12 bites per person (if there is no main dish).
• 600 ml of non-alcoholic drink per person.
• 3 drinks on average per adult (if there is a bar).
• 2 kg of ice every 5 people.

And don’t forget the water: always visible and abundant.

6) Forgetting basic details

From plugs to toilet paper, the little oversights are the ones that stand out the most.
How to avoid it: create a mini kit with:
✅ tape, scissors, lighter, extension cord, adapter, trash bags, towels, band-aids, and a bottle opener.
Sounds exaggerated… until you need it.

7) Not thinking about accessibility

Your guests are diverse. Always.
How to avoid it: choose spaces with comfortable access, spacious restrooms, clear signage, and good lighting. Also, if there is a menu, consider vegetarian, vegan, or gluten-free options.
SpacePal Tip: in each venue's profile you can see if it meets basic accessibility standards.

8) Neglecting lighting and sound

Music and light are the soul of the atmosphere.
How to avoid it: test both in advance. Warm light and string lights create ambiance; the sound should allow conversation without shouting. If you're hiring a DJ, ask for a sound check.
Pro tip: create a downloaded backup playlist, in case Wi-Fi fails.

9) Not enjoying the event

You spend months planning and on the day of the event you don’t even eat.
How to avoid it: prepare everything the day before and assign tasks on the same day. Breathe, let go, and enjoy: the atmosphere is contagious, and if you’re relaxed, everyone else will be too.

10) Not thinking about after the event

Everything is over, memories remain… and a lot of things to resolve.
How to avoid it: at the end of the event, take 5 minutes to:

• Thank the guests with a group photo.
• Save the playlist and vendor contacts.
• Take note of what you would improve for next time.

And the next day, send a short message or a reel with the best moments. It leaves you with a sense of closure and your guests with a smile.

Organizing an event doesn’t have to be chaotic. With a little foresight, common sense, and a functional space, everything flows.
And if you want to simplify the most stressful part, that is, the venue, at SpacePal you can find venues ready for birthdays, weddings, baby showers, or small parties. Spaces that already have what you need so you can focus on what’s important: enjoying.

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