Top 5 Things Event Planners Overlook—And Really Wish They Hadn’t

Top 5 Things Event Planners Overlook — And Wished They Didn’t

By Meaghan Walls

Let’s face it—planning an event is a balancing act between spreadsheets, dreams, and a minor panic attack. Whether you’re managing a conference for 3,000, planning quarterly meetings, or juggling five vendor calls before lunch, you’re trying to create five-star experiences that impress attendees, delight your boss, and maybe even earn a LinkedIn shoutout. 
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But even the best planners miss things—and some of those things have real consequences, especially when they keep people from fully participating. So, let’s break down five of the most commonly overlooked (and painfully regretted) pieces of the planning puzzle. ​

1. Overestimating Tech Readiness ​

Spoiler alert: your Wi-Fi isn’t fine. 

These days, events run on more tech than a spaceship launch. Ticketing platforms. Event apps. Presentation tools. Hybrid streaming. Captioning. Assistive listening. And—oh yes—actual, reliable Wi-Fi. 

But here’s the thing: if even one piece of your tech ecosystem fails, the whole experience can unravel fast. Poor connectivity means guests can’t access event materials or communication tools—especially critical for people relying on screen readers, captioning, or live chat. 
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Pro Tip: Schedule a walkthrough with your A/V and venue teams early. Test all the tech—yes, even that “guaranteed” Wi-Fi. Check compatibility, map bandwidth dead zones, and create a tech backup plan. If “unplug it and plug it back in” is your only strategy, we need to talk. 

2. Skipping the Contingency Plan   ​

Hope is not a strategy. Neither is "winging it." 

You’ve built a beautiful run-of-show. What could possibly go wrong? 

Well... maybe your keynote speaker gets stuck at the airport. Or the elevator breaks. Or the city launches surprise construction right outside your venue (because of course they do). 

No one expects perfection. But attendees do expect you to have a Plan B. Otherwise, your “professional” event turns into a scheduling mess and a PR headache. 

Pro Tip: 

• Always have backup programming for major sessions. Even a panel discussion, a networking activity, or a replay of a past keynote can fill a gap and save face. 

• Check for construction notices and map alternate arrival routes. 

• Know who to call if the elevator stops working—and make sure you’ve arranged access to service elevators if needed. 

​Contingency planning = attendee confidence. And fewer 7 a.m. emergency texts. ​

3. Treating Hybrid Audiences Like Second-Class Citizens ​

“You there in the chat—we forgot about you!” 

Hybrid events are the double-black-diamond slope of event planning. You’re balancing an in-person crowd and a virtual audience—and both expect to feel equally engaged. Too often, virtual guests are left watching a livestream like they’re peering through a window at a party they weren’t invited to. 

Pro Tip: Assign someone (yes, an actual human) to manage the virtual experience. This person should: 

• Welcome online attendees 

• Monitor the chat 

• Share relevant links and resources 

• Relay questions to speakers 

• Troubleshoot audio/video/captioning issues in real time 

​This simple step makes virtual guests feel like participants, not spectators—and that means better engagement, better reviews, and better reach. ​

4. Vendor Misalignment with Event Goals  ​

Your caterer says “steak,” your brand says “sustainability”—see the problem? 

You might inherit vendors from your venue or select from a list of “usuals.” But choosing a vendor just because “we’ve always used them” is a fast track to mixed messages. Your event vendors represent your brand—whether they know it or not. 

So if your event has a big diversity or sustainability message, but your vendor lineup doesn’t reflect those values... well, people notice. 

Pro Tip: 

• Choose vendors who align with your mission—this includes food, swag, sponsorships, and suppliers. 

• Think beyond convenience. Do your caterers offer inclusive food options? Is your transportation partner disability-accessible? Do your sponsors actually walk the talk? 

​One mismatch can undo a lot of good messaging. Your audience is paying attention—make sure your vendors are too. ​

5. Overlooking Event Accessibility 

​This one’s not just costly--it’s personal. 

Let’s be clear: accessibility is not a bonus feature. It’s not something you “get to later.” It’s essential. 

More than 1.3 billion people worldwide live with disabilities—and they influence over $13 trillion in spending. When you ignore accessibility, you don’t just miss attendees—you miss entire communities, their trust, and their dollars. 
And accessibility isn’t just about ramps. It’s about everything—from how you invite people to how they register, navigate the space, and engage in content. 

Things to Assess: 

• Are invitations accessible to screen readers? 

• Can people request accommodations easily? 

• Is your ticketing platform accessible? 

• Does the venue have accessible parking, seating, restrooms, and paths of travel? 

• Are quiet spaces and non-gendered restrooms available? 

• Are materials offered in multiple formats (large print, digital, captions)? 

• Is disability represented in your marketing, signage, and content? 

​Accessibility isn’t about checking boxes--it’s about opening doors. 

Quick Event Accessibility Checklist ​

Before your next event, run through this list: 

• Announcements and invitations are accessible 

• Ticketing (online + on-site) is accessible 

• Budget and plan for accommodations are in place 

• Parking and transportation plans are accessible 

• Seating offers choice and accessibility 

• All services and amenities are accessible 

• Planning goes beyond ADA minimums ​

Why It Matters (More Than Ever) ​

When your event is accessible, everyone benefits—not just those with disabilities. You reduce friction, create a smoother experience, and send a clear message: “You belong here.” 

That’s what we help organizations do at the Center for Disability Inclusion. We’re experts in disability inclusion across industries—and we bring that expertise into events, so your brand is more than compliant. It’s welcoming. 

So if you’re ready to plan events that feel like a VIP experience for everyone, let’s talk. 
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Your attendees will thank you. Your brand will thank you. And yes, your reviews will thank you too. ​

Event Accessibility Training