Let's Never Do That Again

Big Mistakes We Always See at Events and How to Say Goodbye to Them

There’s a moment after every event where your team exhales and says, “That went great—but let’s never do that part again.”

At GFS Events, we live in that moment. Because identifying what didn’t work is just as important as celebrating what did. And after planning hundreds of nonprofit events, from galas to golf tournaments to conferences, we have seen a few recurring mistakes that we are ready to retire.

We would like to share a little friendly tough love: five common event missteps we see all the time, and how to say goodbye to them for good.

Not Hiring Help for Setup or Teardown at a Nontraditional Venue

We have worked in many beautiful, nontraditional spaces—airplane hangars, libraries, gymnasiums—but with that blank slate often comes a lot of labor. Setting up tables and chairs, laying linens, placing dinner settings is a heavy lift. While volunteers can help, relying solely on them isn’t always realistic or efficient. Setup takes longer than you think, and breakdown often happens late at night when everyone is exhausted and volunteers are ready to go home.

Let’s never do that again…

Bring in a professional crew for setup and teardown. It keeps your timeline on track, ensures everything is done properly, and lets your staff and volunteers focus on more meaningful guest experiences. Save your energy for crafting meaningful mission moments and connecting with guests – not hauling tables at midnight

Handing a Guest the Mic (Just…Don’t)

It may seem spontaneous and heartfelt to let a guest speak during your program, particularly if they donated an auction item or have a personal connection to the cause. However, handing over the microphone without preparation is almost always a gamble. Guests can quickly go off-script, derail the flow, or, after a glass of wine (or three), say something that does not reflect your organization’s values.

Let’s never do that again…

Stick to a scripted run-of-show and hire a professional auctioneer or emcee who can manage the energy of the room while keeping the focus on your cause.If a guest has something meaningful to share, consider gathering their story in advance and allowing the emcee to incorporate it in a polished, purposeful way.

Letting a Volunteer Run the Audio-Visual & Slideshow

Few things are more painful than watching your emotional impact video play without sound. Or realizing that the microphone keeps cutting out, and the slideshow is not in sync with the script. AV may seem like a place to save money, but it is often the most visible (and audible) place for things to go wrong.

Let’s never do that again…

Hire a professional AV team that understands your program and can execute it with precision. A skilled tech crew ensures your message is seen and heard exactly as you intended—without distractions, delays, or last-minute disasters.

Too Many Auction Items, Not Enough Bandwidth

It is tempting to believe that more auction items will generate more revenue. However, large auctions require significant time: sourcing and tracking items, writing descriptions, organizing logistics, communicating with donors, and managing pickup. In the end, your team may find itself overwhelmed, spending valuable time on item management instead of strategic fundraising.

Let’s never do that again…

Streamline your auction with fewer, high-quality items that drive competition. A curated selection creates urgency and can result in higher revenue with less effort. Your team remains focused, your auction stays competitive and your donors stay excited. Pro-tip: Utilize last year’s auction data to determine the target selling price for each item to make sure it aligns with your fundraising goals.

Letting Your Table Captains Fly Solo

Table captains are vital, but too often they are recruited with enthusiasm and left to navigate their role without guidance. When captains are unsure of what to say, when to reach out, or how to represent your mission, the result is disengaged tables and missed opportunities for support.

Let's never do that again…

Give your table captains what they need to succeed: a clear timeline, email templates, tips for engaging guests, and talking points to engage with their guests. With the right guidance, your table captains become champions for your cause.

Every planner has at least one story—if not five—about what not to do again. The key is to take the lessons with you and design stronger, smoother events each time.

If you are ready to work with a team that understands how to sidestep these pitfalls—because we have seen them all—we would be delighted to help. Click below to schedule a consultation, or visit our Services page to learn more about how GFS Events can help you create an exceptional event experience!

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