10 Things People Forget When Planning an Event

Anthony Walz 07-01-2026

Event planning checklist with tables, chairs, string lights, and party setup illustrating the 10 most commonly forgotten details when planning a wedding, graduation party, corporate event, or backyard celebration.

Planning an event is exciting, but it's often the small details that have the biggest impact. Whether you're organizing a wedding, graduation party, birthday celebration, corporate event, family reunion, or backyard gathering, it's easy to focus on the big-ticket items while overlooking the essentials that keep everything running smoothly.

At Fun Stuff Rental Company, we've delivered to hundreds of events throughout Fishers, Indianapolis, Carmel, Noblesville, Westfield, and surrounding Indiana communities. Along the way, we've noticed the same forgotten items come up again and again.

Before your big day arrives, use this checklist to make sure nothing important gets left behind.

1. Enough Tables and Chairs

One of the most common mistakes is underestimating seating.

Think beyond your guest count. Consider:

Food and beverage tables
Gift table
Dessert table
Registration table
DJ or sound equipment table
Memory table
Cake table

Also remember that guests rarely sit exactly as planned. Having a few extra chairs can make everyone more comfortable.

2. Trash and Recycling Stations

No one notices trash cans until there aren't any.

Place trash cans in multiple convenient locations instead of just one. This keeps your event cleaner and makes cleanup much easier afterward.

Don't forget:

Extra trash bags
Recycling bins
Paper towels
Disposable gloves

3. Extension Cords and Power

If your event includes electricity, make a list of everything that needs power.

Common items include:

DJ equipment
Speakers
Projectors
Outdoor lighting
Popcorn machines
Cotton candy machines
Snow cone machines
Coffee makers
Food warmers

Bring heavy-duty extension cords, outdoor-rated cords if needed, and power strips.

4. Weather Backup Plans

Indiana weather can change quickly.

Even if the forecast looks perfect, have a backup plan for:

Rain
Wind
Extreme heat
Unexpected cold

Canopies, tents, fans, patio heaters, or moving activities indoors can save the day.

5. Lighting After Sunset

Many hosts think about lighting only after the sun goes down.

If your event extends into the evening, guests will appreciate well-lit areas around:

Dining tables
Walkways
Parking areas
Restrooms
Food stations

String lights create both ambiance and practical visibility.

6. Ice

Almost everyone underestimates how much ice they'll need.

You'll likely need separate ice for:

Drinks
Coolers
Food displays
Ice buckets
Beverage stations

A good rule is to buy more than you think you'll need.

7. Serving Equipment

Food may be planned, but serving it often isn't.

Double-check that you have:

Serving spoons
Tongs
Ladles
Cake knife
Serving trays
Chafing dishes
Fuel for food warmers
Plates
Silverware
Napkins

A buffet only works well when guests have the proper serving utensils.

8. Activities for All Ages

People remember experiences more than decorations.

Adding interactive entertainment helps guests mingle and keeps everyone engaged.

Popular options include:

Giant Connect 4
Giant Jenga
Cornhole
Yard Pong
Prize Wheel
Movie Night Packages

Games are especially valuable during cocktail hour or while guests wait for food.

9. Parking and Guest Flow

Guests should know exactly where to go.

Think through:

Parking locations
Walking paths
Handicap accessibility
Entrance signs
Food line layout
Beverage stations
Seating arrangement

A little planning prevents congestion and confusion.

10. Cleanup Supplies

Everyone plans for setup.

Few people plan for teardown.

Keep these items nearby:

Cleaning wipes
Paper towels
Broom
Dustpan
Extra garbage bags
Storage containers
Zip ties
Tape

Cleanup goes much faster when supplies are ready before the event begins.

Bonus Tip: Create a Timeline

A written timeline helps everything stay on schedule.

Include:

Vendor arrival times
Rental delivery window
Decorating schedule
Food preparation
Guest arrival
Activities
Meal service
Cake cutting
Speeches
Cleanup

Share the timeline with family members or volunteers so everyone knows what to expect.

Let Us Help Make Your Event Easy

At Fun Stuff Rental Company, we believe event planning should be enjoyable—not stressful. We offer free delivery and pickup throughout Fishers and surrounding Central Indiana communities, along with a growing inventory of tables, chairs, games, concessions, movie night equipment, linens, dinnerware, lighting, and event essentials.

Whether you're hosting an intimate backyard gathering or a large corporate event, we're here to help you create an experience your guests will remember for all the right reasons.

Contact Fun Stuff Rental Company today to reserve your rentals and check one more thing off your planning list.