Waiting until the last minute to plan an event can lead to a lot of stress and possibly a failed event. Planning an event only a couple of weeks before the actual event is very possible, but that time crunch can make all the difference in the turnout of the event. Here are some compelling reasons to avoid last minute event planning:
You may not be able to find a date that works for your key players
There are a lot of people that need last minute event planning in order to make the event a successful one. Unfortunately, waiting too long runs the risk of people not being able to attend. You need to think about your speakers, caterers, attendees, and any other sort of help you may need to run the event. With only a couple of weeks notice, you may not be able to secure all of these important components, which would take away from the event.
You’ll explode your travel budget
Even with a 2-month lead time, many affordable seats in economy and premium economy classes are sold out on some airlines. Finding alternate flight/travel plans last minute could potentially cost you a lot more money than you had originally planned.
It will take a lot more work to find a venue
You run the risk of not being able to find a suitable event space, especially if you are trying to hold an event during a really popular conference time or location. You may have found dates when all key players are available, but if you can’t find a place to hold your event, you’re pretty much screwed. Your best bet would be to try and book your event space AT LEAST 2-3 months in advance in order to secure a spot.
Last minute event planning will increase the likelihood of errors
The less time you give yourself to book an event, the more likely you are to overlook things or make errors. A successful event requires minimal errors, so give yourself the time to avoid making any errors. Most events will have changes in plans before the big day, and if you forget to keep track of the smallest change you can run into some serious issues. Plan ahead and make sure you have time to check over all of the logistics.
Attendees and speakers need some time to settle down
Sometimes, especially when the event is planned last-minute, the only options for travel are the longest and most convoluted routes. If your keynote speaker has a two layovers on his way to your event the day of, he is going to be tired from travel and it will probably have a negative effect on his performance. If you can plan the event so your speaker or guests can arrive a day or two before the actual event, they will have time to get settled and not be so exhausted once they get to your event.
A lot of work goes into planning an event, so make sure you give yourself enough time to book event space, speakers, and travel accommodations. Last-minute event planning can work out, but the chances of failure increase exponentially when you only give yourself a few weeks to plan.