Pop Into the Party 

Event Planning Tips, Bold Ideas & Creative Inspiration for Modern Celebrations

5 Overolooked Details That Can Derail an Event

 

By: Sharee Murphy

Master Planner, Plan & Pop Events

 


When people think about event planning, they picture the big things — the venue, the food, the entertainment. But in reality, it’s often the small, overlooked details that can cause the biggest headaches. Forgetting just one can derail your timeline, blow your budget, or leave guests frustrated.

 

1. Vendor Arrival and Setup Times

You might have booked your caterer, DJ, and florist — but do they all know exactly when to arrive? If arrival times aren’t staggered or coordinated, you could end up with a traffic jam at the loading dock or a late start to your event.

 

2. Accessibility for Guests

It’s easy to assume everyone will be fine getting in and out of your venue, but what about guests who need ramps, elevators, or closer parking? Neglecting accessibility can leave guests feeling excluded and stressed.

 

3. Power and Lighting Needs

From a band’s sound equipment to photo booth lighting, many vendors need specific power setups. Forgetting to plan for outlets and extension cords can cause delays — or worse, blown circuits mid-event.

 

4. Backup Plans for Weather

Even if your event is indoors, unexpected weather can affect parking, guest comfort, or vendor setup. For outdoor events, no rain plan = instant chaos.

 

5. Clear Cleanup Instructions

It’s not the glamorous part of event planning, but knowing who cleans up what (and when) can save you money on overtime fees and damage charges from the venue.

 

How to Make Sure Nothing Slips Through the Cracks

The truth is, details get missed when they live in your head instead of on paper. That’s why we created the Event Planning Workbook — a step-by-step planning guide with checklists, timelines, and prompts so you can capture every detail before it becomes a problem.

→ Click here to get your free Event Planning Workbook

 

Takeaway
"Big events succeed because of the little things. Get the details right, and the big picture will take care of itself." - Sharee Murphy