Set-up For Success: Avoiding 5 Common Corporate Event Planning Mistakes

Planning a corporate event is a thrill and a challenge all at once. There is energy, excitement, and a hundred moving parts that all have to come together in one night. After performing and hosting hundreds of events across Michigan and the Midwest, I have seen what works, what doesn’t, and what separates the events people remember from the ones they forget before dessert.

Here are five common event planning mistakes and how to dodge them so your next event feels effortless from start to finish.

1. Forgetting the Experience

You can feel it the second you walk into the room. Some companies have that “work family” vibe where you can tell people are genuinely excited to be together outside the office. Others feel like they just got voluntold to show up.

That energy sets the tone for the entire night. The biggest mistake I see is when planners get so deep into logistics that they forget the event itself is an experience. It is not just tables, food, and sound checks. It is how people feel when they walk through the doors.

If your goal is to make your team feel valued, the little things matter. How guests are greeted, how transitions feel, what tone the host sets, and even what music is playing before the program starts all contribute.

Before locking in vendors or entertainment, ask yourself: What do I want people to feel when they leave tonight? That single question sets your whole night up for success.

2. Ignoring the Flow

You can have the best entertainment, the best food, and the nicest venue, but if your event has no flow it feels clunky.

What happens between the big moments, like the intros, the awards, and the breaks, is what keeps people engaged or loses them. This is where having an emcee or DJ is worth their weight in gold. One of my favorite parts about being both a magician and an emcee is keeping the energy going all night. I get to connect moments together, bring guests back into focus, and build callbacks that make the evening feel like one big story instead of a series of segments.

When the flow works, guests do not think about it. They just feel like they are part of something special.

3. Underestimating Setup Time

Getting everything perfect pre-show.

Setup is not just about gear. It includes food service, lighting, sound, staging, and transitions.

If you are doing plated dinners, give yourself more time than you think. Buffet? Add even more. And someone is always going to go over on a speech. I have seen “five minute remarks” turn into thirty minute TED Talks more times than I can count. When you build a little cushion into your timeline, everything feels smoother. The night does not feel rushed and your guests stay relaxed instead of restless.

4. Not Reading the Room

Every group is different and that is one of my favorite parts of performing for corporate events. A group of engineers, a room full of teachers, a sales team, or a nonprofit staff all react differently.

That is part of the fun. At public shows, strangers are learning about each other as they go. At company events, everybody already knows each other and that changes the energy completely.

When planners forget to read the room or do not define the goal of the night, things can feel mismatched. Knowing your crowd helps you choose the right tone, timing, and entertainment.

And if you want to dive deeper into how layout affects connection, check out my past blog on The Dance Floor of Death, a classic example of how setup can make or break engagement.

5. Forgetting to Capture the Magic

This one hurts to watch. The event is amazing, everyone is laughing and connecting, and then at the end of the night there are no photos, no video, and no proof it even happened.

Those moments, the laughter, the applause, and the reactions, are the ones that sell next year’s event. Have someone ready to capture them. A few good photos or clips keep your impact alive long after the last guest heads home.

Shared moment of wonder to keep your guests talking.

I work with some fantastic photographers and videographers who specialize in live events. If you do not have one yet, it is worth adding to the plan.

Corporate events do not have to be predictable. With clear goals, good pacing, and attention to the details that make people feel valued, they can become the highlight of your company’s year. If you are planning something and want the night to feel fun, effortless, and unforgettable, let’s make it happen.