Event Planning : 10 Stress-Saving Tips from Behind the Scenes
Planning an event (whether it’s a corporate seminar, a wedding, or a local gathering), may sound fun at first. However, anyone who’s done it before knows how quickly that excitement can turn into stress. Between juggling suppliers, coordinating timings, and making sure nothing (and no one) is forgotten, it’s a lot to manage.
The good news? Many of the most stressful moments in event planning are avoidable. With a little know-how and the right team on your side, the whole process can run a lot smoother. Here are 10 practical, behind-the-scenes tips we’ve learned from hosting events at our venue in The Hague, which will help you stay in control and make is an enjoyable process!
1. Start with the flow, not the décor
Before thinking about colours or centrepieces, ask yourself : What do I want guests to experience and when?
Map out the flow of the event: when people arrive, where they move, where they sit or stand, when they eat, and when they leave. A logical flow avoids bottlenecks, awkward silences, or long lines.
Tip: A flexible venue layout (like ours!) makes adapting the space to your flow easier, from standing receptions to networking corners.
2. Always allow for a buffer
A common mistake is planning every minute of the event TOO tightly. Deliveries run late, speeches go over time, and tech. mishaps happen. Build in buffers (e.g.15 minutes here and there), so that small delays don’t throw off the entire schedule.
3. Choose a venue with a responsive team
A gorgeous venue is great. However, responsive venue team is better! Your contact should reply quickly, communicate clearly, and offer suggestions which will help make your event a success. This can save you from making unnecessary bookings, tech mistakes, or logistical headaches.
At our venue, we’ve built our reputation around personalised support. We help clients plan the logistics, not just provide the space.
4. Don’t forget to indicators/ signs
It might seem minor, but guests getting lost + late arrivals = awkwardness. Whether it’s printed signs or digital screens, make sure people know where to go. That includes toilets, cloakrooms, exits, and breakout areas.
5. ALWAYS do a technical check
Technical problems are the #1 cause of event-day stress. Whether it’s a projector, lighting setup, or a wireless mic, test everything before the event begins (ideally, the day before).
TIP: Always check how many power outlets the venue has available (you’d be surprised how often that’s forgotten).
6. Plan B
Even if everything seems perfect, it’s good to be cautious.
What’s the worst that could happen? ….A speaker might cancel…. A delivery might not show up….The weather might turn….
Having a backup plan puts you in a calmer mindset and can make quick decision making easier if needed.
7. Use fewer vendors, not more
More vendors means: more emails, more scheduling, more people to coordinate. Where possible, try to combine services. Many venues (including ours) work with trusted providers for catering, tech, or decoration – making things easier, faster, and often cheaper.
8. Delegate (but don’t disappear)
You can’t and you shouldn’t do it all yourself a. Choose a few reliable helpers (staff, friends, or vendors), give them clear roles and let them handle it. Nonetheless, stay available for decisions and advice, your vision is still what matters.
9. Think about guest experience
Put yourself in your guests’ shoes… how do they arrive? Where do they wait? Is the lighting comfortable? Is the catering suitable for different dietary needs? These details often get missed in the bigger planning process, but they’re what people remember most.
10. Be present
When the day arrives, don’t get stuck behind the scenes. Enjoy it. Trust your planning and your team. Things may not go exactly as imagined – and that’s okay. Most guests never notice the small hiccups that feel huge to the organiser.
Bonus Tip: Choose a venue that makes it easy
The truth is, your venue sets the tone for how smooth (or stressful) your planning experience will be. A space with flexible layouts, clear communication, and helpful staff can make a world of difference.
At our venue in The Hague, we do more than provide a space, we help people bring their event to life. Whether it’s a business event, a workshop, or a cultural celebration, we take care of the details behind the scenes so you don’t have to.
So, if you’re looking for a venue that supports you from start to finish, you’re already in the right place.