Top 7 Mistakes to Avoid when Planning a Public Event

Because no one wants a silent DJ, a missing food truck, or a crowd with nowhere to sit.

Planning a public event is no small feat — you’re juggling community engagement, logistics, stakeholders, weather forecasts, and about 47 different suppliers (give or take). At The Perfect Events Group, we’ve seen it all… and we’re here to help you avoid the classic pitfalls that can derail even the most exciting community festival or public activation.

Here are the top 7 mistakes to dodge when planning your next public event — plus some expert tips to keep your event on track, on-brand, and well-attended.

 

1. Forgetting the “Why” Behind the Event

Before you book a stage or fire up the popcorn machine, ask: What’s the purpose of this event?
Is it to drive foot traffic to local traders? Celebrate diversity? Fundraise for a cause? Events with a clear purpose resonate more deeply and deliver stronger outcomes. No purpose = no punch.

PEG Tip: Always anchor the plan in your “why” — and let it guide your vendors, programming, and marketing.

 

2. Underestimating Lead Time

Public events aren’t just about the day-of. Council permits, supplier bookings, sponsorship acquisition, marketing lead times… they all need time (and more time than you think). The phrase “we’ll just throw something together” gives us hives.

PEG Tip: For large-scale activations, start planning at least 4–6 months out at a minimum — earlier for festivals or street closures.

 

3. Poor Supplier Management

Letting a cousin’s friend’s mate DJ might save a few bucks — but professional suppliers are essential. When they’re late, missing, or under-deliver, your whole event suffers.

PEG Tip: Vet suppliers carefully, create clear contracts, and appoint a supplier coordinator. (Hint: that’s us.)

 

4. Ignoring the Importance of a Run Sheet

A what sheet? A run sheet is your event’s bible — the minute-by-minute plan that keeps everything humming. Skipping this is like flying blind with a crowd waiting at the gates.

PEG Tip: We build layered run sheets with supplier times, entertainment cues, bump in/out schedules, and emergency contacts. You should too.

 

5. Overlooking Accessibility and Safety

We can’t stress this enough — your event must be safe, inclusive, and accessible for all attendees. That means ramps, quiet zones, accessible toilets, and clear emergency protocols.

PEG Tip: We work with qualified safety officers and accessibility consultants for every public-facing event.

 

6. Underinvesting in Marketing

If your community doesn’t know it’s happening, they won’t come. It’s that simple. You need a targeted, multi-channel strategy that starts weeks or months before the event and keeps momentum going.

PEG Tip: Combine digital marketing, local media, street signage, and community partnerships for maximum reach.

 

7. Trying to Do Everything In-House

Look, we love an ambitious committee. But community and corporate events are complex beasts — and burnout is real. Trying to handle it all internally often results in a disjointed experience for attendees (and frazzled organisers behind the scenes).

PEG Tip: Outsource the planning and production to the pros (👋 Hi, that’s us again). You focus on vision; we’ll handle execution.

 

Final Thoughts

Public events have the power to unite communities, celebrate culture, and create real impact — but only if they’re well executed. Avoiding these common mistakes will keep your event running smoothly and your stakeholders singing your praises (instead of chasing your emails).

Ready to plan an event that delivers real outcomes — with less stress and more celebration?
DM us, call us, email, or send a pigeon — we’re ready when you are.