Dear Planners, It’s Time to Break Up with These Habits

By: Danny McMillan, Senior Design & Development Manager, Florida

Listen, we’ve been in this relationship a long time. I know your favorite pen, your Excel color-coding system, and that you pack at least four phone chargers for every event. I love you. Truly. But some of the things you’re still doing? They’re giving 2009 in a 2025 world.

It’s time for some tough love.

I’m not saying you’re the problem. But I am saying it might be time to gently part ways with a few old habits. Call it a professional glow-up for the modern event planner. It’s also your invitation to rethink what modern event planning actually looks like in 2025. So go ahead, pour yourself a second cup of coffee, and let’s talk about what needs to go, and what to do instead.

It’s not you, it’s your agenda overload.

I get it. You want your attendees to feel the ROI. But no one’s retaining brilliance after 14 back-to-back sessions. That’s not value, it’s burnout.
Instead: Give your agenda some breathing room. Try purposeful programming with scheduled decompression time. Think: 90-minute break post-general session to refresh, call home, or network without a sweaty sprint to the shuttle.

It’s not you, it’s your beige ballroom décor.

Gray carpet. Taupe tablecloths. Faux ficus trees. We’re all walking the same Instagram halls and, honey, they’re blending together.
Instead: Get bold. Go textural. Layer in unexpected colors, tactile fabrics, or lighting that transforms the space. Show us something that actually reflects the brand’s personality. (Spoiler: It’s probably not “corporate greige.”)

It’s not you, it’s your loyalty to the same old venue.

That hotel knows your name and your favorite F&B order. Great. But if you’re defaulting to the same space every year just because it’s easy, we need to talk.
Instead: Mix it up. Scout spaces with windows (natural light is not a luxury, it’s a sanity saver), venues that feel alive, and layouts that support your actual event flow. Be open to non-traditional spaces that lean into the authentic character of a destination. Sometimes the best fit isn’t a ballroom, but a regionally rooted gem that tells a story. Your DMC can help you find places that surprise and still support your logistics.

It’s not you, it’s your DIY centerpieces.

I respect a resourceful queen. But if you’re stress-gluing faux florals the night before load-in, take a step back.
Instead: Let your design partners do what they do best. Even a modest budget can stretch far with the right team. Invest in fewer, better elements that pull the room together. Nobody needs another mason jar centerpiece.

It’s not you, it’s your carbon footprint.

Still printing out 300 agendas and giving everyone a plastic tote full of single-use swag? That’s a no for me.
Instead: Think sustainably. Offer digital agendas, zero-waste catering options, and gifting that supports local makers or environmental orgs. Communicate your green wins to attendees. They care. A lot. Sustainability is no longer a side dish—it’s a core part of modern event planning that today’s attendees expect and appreciate.

It’s not you, it’s your one-size-fits-all experience.

You’re planning for humans, not spreadsheets. Not everyone wants to “mingle” in the lobby bar or sit through the same panels.
Instead: Personalize where you can. Let attendees opt into tracks, breakout topics, or networking formats. Curate moments that feel designed for them, not just at them.

It’s not you, it’s your QR codes to nowhere.

They scanned. They waited. They got a 404 error and quietly swore off your brand.
Instead: If you’re going digital, go all in. Test every link. Optimize for mobile. And if you’re using QR codes, make sure what’s behind them is worth the click.

It’s not you, it’s your networking with no net.

Throwing everyone in a room and saying “mingle!” isn’t a strategy, it’s a nightmare for introverts and a waste for everyone else.
Instead: Add structure. Speed-meeting formats, hosted tables, or topic-driven lounges give people a purpose and a reason to connect. Bonus: it makes your programming look intentional, because it is.

It’s not you, it’s your photo booth from 2015.

We’ve done the feather boas. We’ve worn the oversized sunglasses. We’re ready to move on.
Instead: Go immersive. Think 360° video booths, AI-generated art portraits, or vignettes that reflect your destination and theme. Make it scroll-stopping.

It’s not you, it’s your step-and-repeat addiction.

Nothing screams “We had budget but no imagination” like a generic backdrop and a velvet rope.
Instead: Make arrivals interactive. Kinetic art, projection mapping, scent experiences, or even surprise performances can set the tone and get people talking. Leave the ropes for VIP.

It’s not you, it’s your uncustomized gifting.

Branded nail clippers, Kevin? Really?
Instead: Survey attendees in advance. Offer onsite gifting experiences where they choose what they actually want. Lean into purpose, quality, and destination-inspired flavor.

I say all this with love. Because I know you’re brilliant. You’re running teams, wrangling budgets, and still managing to remember Sharon’s lactose intolerance from 2018. I just want you to spend your energy where it matters most. Let go of what isn’t serving you or your attendees.

I’m evolving, too. I’ve been in this biz for over a decade and I keep reinventing, because events keep changing. Reinvention isn’t just a trend—it’s the heartbeat of modern event planning. And that’s what makes them so damn exciting. So here’s to a little professional spring cleaning. Out with the tired. In with the true-to-you.

Love, 

Your Destination Ride-or-Die, 

– Danny McMillan