The #1 Mistake Event Planners Make (And How to Avoid It)

What's happening everyone and welcome to the morlyfe entertainment Knowledge Hub, where we're all about turning ordinary gatherings into legendary celebrations. If you're ready to make your event truly unforgettable, you're in the right place. I'm Isaac, and after a decade of bringing the party from Australia to Greece, I'm here to share the strategies and stories from my experience in the entertainment world.

​

Today, we're pulling back the curtain on event planning with a truly special guest: my brother and business partner, Dan. With over a decade of experience rocking dance floors and producing music worldwide, Dan brings a unique perspective to what makes an event truly shine. In this deep dive, we explore everything from setting clear event goals and navigating venue choices to the evolving role of technology and the hard realities of life as an entertainer.

​

1. The Ultimate Goal: Defining Your Event's Purpose

Dan's number one tip for anyone hosting an event is surprisingly simple yet profoundly impactful: know your end goal.

​

"You kind of have to figure out what your end goal is," Dan explains. "Do you want everyone to have a good time, maybe dancing is a priority, which means your entertainment is key? Or do you want it to be a social gathering where people sit down and have dinner?"

​

This fundamental decision dictates every subsequent choice, from the type of entertainer you book to the venue you select. Hiring an upbeat DJ for a quiet conference, for example, would be a mismatch. Conversely, a high-energy hens party needs an entertainer who can "send it!"

​

2. Venue and Vibe: A Perfect Partnership

Once your event's goal is clear, the venue becomes the next critical consideration. Dan stresses the importance of the venue complementing the entertainment. He recalls a hens party held in a mini warehouse where the music could be as loud as desired.

​

"If it was for example next to a restaurant or whatever, you're going to have complaints if you're like sending it, everyone's jumping and the music is too loud," he cautions. Choosing a location with no nearby residences allows for maximum volume and energy, ensuring the vibe isn't stifled by noise restrictions.

​

3. Hosting at Home: Savings, Challenges, and Smart Solutions

For those considering hosting an event at home, Dan offers valuable insights into both the benefits and potential pitfalls.

​

The Challenges:

• Unpredictable Weather: "You need to know where your patrons are going to be. If your house is big enough to hold 80 people inside, then you've got a pretty big house." For outdoor setups, wet weather options like canopies are essential, and you need to consider if they'll withstand wind.

• Noise Restrictions: Loud music past midnight is generally not permitted by local authorities. "The cops will shut you down," Dan warns. However, you can typically be as loud as you want from 3 PM or 5 PM until midnight.

​

The Savings & Smart Solutions:

• Cost-Effective: Hosting at home is often cheaper than booking a venue, allowing for significant savings.

• BYO Alcohol: You can purchase alcohol from retailers and, crucially, return unopened, unrefrigerated bottles for a refund. Dan did this for his engagement party, saving a substantial amount.

• Mobile Eskies/Freezers: For larger home or farm events, consider hiring a mobile esky or freezer. These mini-caravan-like cubicles can be set to any temperature, keeping drinks perfectly chilled and saving on ice or refrigeration costs.

• Guest List Management: When paying per head at a venue, inviting too many people can be wasteful if a significant number don't show up. At-home events offer more flexibility in this regard.

​

4. Technology's Double-Edged Sword: The Phone Phenomenon

In today's digital age, technology has profoundly impacted how people experience events. Dan notes a significant shift from the days of Nokia brick phones and Kodak cameras.

​

"People kind of get absorbed in their phones and they're not really as present as they used to be," he observes. This is particularly evident at weddings, where guests often try to capture the same moments as the professional photographer on their phones.

​

Solutions for Presence:

• Segmented Phone Use: Some professionals, like our videographer Jake, manage this by designating specific times for phone use.

• "Boiler Room" Concept: For certain events, a "boiler room" style setup where guests are encouraged to put their phones away can foster a more immersive experience.

• Disposable Cameras: A brilliant idea to encourage presence and create tangible memories is to provide disposable cameras. Guests can still capture moments, but the delayed gratification of getting photos developed means they're not constantly glued to their screens. "It's something you can hold. It's tangible... you feel excited."

​

5. The Reality of Entertainment: Beyond the Glamour

Many people view being a DJ or entertainer as simply "getting paid to have fun." Dan debunks this misconception, revealing the demanding reality behind the scenes.

​

Life as a DJ:

• Seven-Day Work Week: "If you take it seriously, you're working seven days a week." This includes a full-time job, music production, and then performing gigs at night.

• Constant Performance: Even when tired or facing personal challenges, entertainers must "put up a smile" and perform. "You have to love it. You have to be an extrovert." While introverted DJs exist, an outgoing personality significantly helps in engaging a crowd.

​

Event Side Communication:

• Crucial Communication: For event organisers, clear communication with the venue and entertainer is paramount. Misunderstandings about music genres (e.g., expecting 60s when a DJ specialises in house) can lead to disappointment.

• Research is Key: It's much easier for entertainers when clients have either seen them perform live or thoroughly researched their style through online resources like SoundCloud, Mixcloud, YouTube, or testimonials.

• Specialisation vs. "Do-It-All" DJs: Dan expresses frustration with DJs who claim to play "everything." He believes true professionals have a specialty, comparing it to a chef mastering a specific cuisine. Different events and age groups (e.g., a Gen Z wedding vs. a boomer wedding) require vastly different musical approaches and formality levels.

​

Conclusion: Elevating Your Next Event

Dan's decade of experience offers a treasure trove of insights for anyone looking to host an unforgettable event. From setting clear objectives and smart budgeting to managing the impact of technology and understanding the realities of entertainment, his advice is invaluable. By focusing on these key areas, you can minimise stress and maximise the good vibes, ensuring your next celebration is truly legendary.

​

If you got value from this episode, please leave a review and follow the podcast to help us bring you more event planning gold. Be sure to share this episode with someone planning a party or thinking of hosting an event. If you’d like to enquire about DJ bookings or need some more resources to help you plan your next event check out our website. I'm Isaac, and thanks for tuning in to the morlyfe frequency. Until next time, all the best and stuff the rest.

​

Guest: Daniel