There are numerous reasons why you might want or need to plan an event at the last minute. Maybe the original planner fell through and needed you to step in. Maybe unforeseen circumstances have pushed an event forward. Or maybe you just impulsively decided to host a house party on a random Tuesday night. Whatever the reason may be, make sure not to get caught up in the moment’s rush and accidentally make these 5 critical mistakes.

1. Being Too Ambitious

The key to winning at many things in life is to prioritize quality over quantity. In the case of planning a last-minute event, this means prioritizing hosting a simple event done well over an elaborate event done poorly. It’s only natural to have high hopes and big dreams for your event, but when you lose the luxury of time these big dreams become much harder to pull off without the results falling flat. Instead of going in with a “go big or go home” attitude, prioritize the big things that are most important to you and to the success of the event, then focus on making the most out of what is available. Don’t overcomplicate it. Use your time and money wisely and be intentional about your choices. At the end of the day, it is not the time and money you put into an event that makes it successful, but rather the love and attention you pour into it. 

2. Not Setting a Budget

If you have ever gone shopping without a list or a budget in mind, you probably know the feeling of watching your total tick up at the checkout and realizing you have definitely spent too much. Now, what happens when you pair this phenomenon with the pressure of a time crunch? You set yourself up for a financial disaster. A solid, detailed budget is the cornerstone of a well-planned event, and a last-minute event is certainly no exception. Be realistic about what you want to spend on your event, allocate funds to each element (venue, food, decor, etc.), and adjust your overall plans and expectations as needed to make sure you don’t sour your event with the regret of overspending. 

3. Not Picking a Theme

When you only have so much time to put into planning an event, it is easy to think that nailing down a theme is a complete waste of your precious time. However, this could not be further from the truth. Picking a theme for your event, even one as simple as a general color scheme, provides you with a clear direction and an end goal that will help keep you on track in every other planning aspect so you won’t waste time trying to piece everything together at the end. For example, imagine you are tasked with planning a last-minute retirement party for a coworker. Rather than floating around vague ideas about “Happy Retirement!” banners and wasting time wondering what color tablecloths to order, settling on a simple theme like “Bon Voyage!” immediately gets the wheels turning on color schemes, decor elements, and even food ideas. In general, knowing what direction you’re going often gets you to your destination faster. 

4. Sending Invitations Too Late

Sometimes it is easy to get so caught up in how little time you have to plan your event that you completely forget that your intended guests also have very little time to clear their schedules. The last thing you want is to spend all the effort putting together a spectacular event just to discover your guests are too busy to attend. To avoid this issue, either gauge availability and interest before planning your event, or send out invites as soon as you have the date nailed down. Set a strict RSVP deadline and make prompt follow-ups to make sure you have an accurate headcount. You may not have all the details nailed down yet, but give your guests as much information as possible and keep communications open so they are never scrambling in the dark. 

5. Doing It Alone

One of the biggest mistakes we see people make when they are planning an event, whether it be a year away or a week away, is trying to do it all on their own. While it is certainly possible to plan a successful event on your own, there is no denying that it is much more difficult. Even the smallest events have a lot of elements that go into them, and when you choose to go it alone it is easy to become overwhelmed or to let things fall through the cracks. This is especially true of last-minute events when the extra time crunch adds to the stress. So do yourself a huge favor; grab a friend, call up some family, and get delegating. Even something as little as having someone hold the door while you move stuff around can make a huge difference to your planning experience, and when all is said and done, you will be grateful you asked someone to lend a hand.