Organizing your initial event might seem daunting, yet it doesn’t need to be. Whether you’re organizing a wedding, conference, party, or banquet, the right preparation makes all the difference. At Randolph Riverfront Center, we’ve helped hundreds of first-time planners pull off successful events—and we’ve seen what can go wrong. Below are the most common mistakes (and how to avoid them), plus a few expert tips to keep your event on track.
Looking for more planning resources? Be sure to visit the Explore Alexandria/Pineville Group Planning Guide for tools and local vendor info.
Mistake #1: Starting Too Late
Many first-time planners wait too long to book their venue. This often leads to limited availability, higher costs, and unnecessary stress. The best dates—especially weekends and holiday seasons—fill up fast.
Tip: Book your venue as early as possible. At Randolph Riverfront Center, we recommend reaching out at least 6–12 months in advance. You can easily check availability and start the booking process on our Book an Event page.
Mistake #2: Overlooking the Contract Details
While contracts may not be the most thrilling aspect of event planning, neglecting the details can lead to major problems later. Make sure you understand important terms like deposit deadlines, cancellation policies, and services included.
Advice: Inquire prior to signing. At Randolph Riverfront Center, our team walks you through each part of the rental agreement so there are no surprises.
Mistake #3: Ignoring Guest Experience
Your guests will remember how easy—or difficult—it was to attend your event. First-time planners sometimes forget about parking, signage, easy access for all guests, or lodging for out-of-town guests.
Tip: Choose a centrally located venue near hotels, such as Randolph Riverfront Center in downtown Alexandria. We connect to two hotels and provide ample parking, ADA accessibility, and a scenic riverfront setting.
Mistake #4: Choosing the Wrong Space
One size doesn’t fit all. A space that’s too large can feel empty; one that’s too small may feel cramped. First-time planners often overlook how important layout and flexibility are to the flow of the event.
Tip: Consider your guest count, event style, and setup needs. We offer flexible spaces, from intimate rooms to grand ballrooms, and our team can help configure the perfect layout.
Mistake #5: Not Having a Backup Plan
Things don’t always go according to plan—especially for outdoor events. Weather delays, tech malfunctions, or last-minute changes can impact your timeline.
Tip: Always ask about contingency options. At Randolph Riverfront Center, we provide indoor options for outdoor events. We also offer tech support and planning help to keep you ready.
Event Planner’s Do’s and Don’ts Checklist
Do:
- Book early to secure your date
- Read your contract carefully
- Consider parking, hotels, and accessibility
- Choose a space based on layout, not just size
- Plan for bad weather or tech issues
Don’t:
- Assume everything is included
- Rely on last-minute vendors
- Forget to ask for a site tour
- Skip confirming your setup needs
- Overlook guest comfort
Ready to Plan Your First Event?
Randolph Riverfront Center is here to make the process easy and enjoyable. Whether you’re planning a wedding, corporate meeting, or private party, our experienced staff is ready to help. Contact us today or set up a tour. See why we are one of the most trusted venues in Alexandria, Louisiana.
Frequently Asked Questions
How early should I book an event at Randolph Riverfront Center?
We recommend booking 6–12 months in advance, especially for weekend or seasonal events.
What should I look for in a venue rental contract?
Key details include cancellation terms, deposit requirements, setup tasks, cleanup tasks, and services offered.
Does the Riverfront Center provide on-site staff during events?
Yes, our team is available to support logistics, setup, and tech needs.
How do I make my event more guest-friendly?
Think about accessibility, signage, nearby hotels, and clear communication.
What local hotel options are available for event attendees?
We have a direct connection to both the Hotel Bentley and Holiday Inn Downtown Alexandria.
Can I use outside vendors for catering or décor?
Yes, we allow outside vendors and can give you recommendations.
How can I avoid weather-related issues for outdoor events?
Always have an indoor backup option. Our team can help you create a weather-proof plan.
What does the standard event package include?
Use of selected event space, tables, chairs, and basic tech setup. Additional services are available as add-ons.
Is there a planning checklist available?
Yes! Our staff can provide a personalized checklist to guide you from booking to event day.
How do I book the venue for the first time?
Visit our booking page, call us directly, or stop by for a tour.
