Managing Multiple Events in One Day: A Realistic Guide

You've been asked to do a morning corporate event and an evening wedding on the same day. It's possible, right? Maybe. But it's risky. Here's how to evaluate whether you can handle multiple events in one day—and when to say no, even if it means turning down money.

The Reality Check: Can You Actually Do It?

Let's be honest—the temptation to say yes to multiple bookings is real. Two events means double the revenue. But before you commit, you need to do the maths on time, not just money.

Here's what most vendors underestimate:

• Setup time: Even a "quick" setup takes 45-90 minutes once you factor in unloading, arranging, and testing equipment
• Service time: The actual event, plus buffer for late starts or overruns
• Breakdown time: Packing up properly takes longer than you think—especially when you're tired
• Travel time: Don't forget traffic. That "30-minute drive" can become 90 minutes on a Saturday
• Turnaround time: Restocking, cleaning, changing uniforms, eating something yourself

A morning event finishing at 2pm and an evening event starting at 6pm sounds like plenty of time. But once you add breakdown (45 mins), travel (1 hour), turnaround (1 hour), and setup (1 hour), you've got exactly 15 minutes of buffer. One traffic jam and you're late to a wedding.

The Questions You Must Ask

Before agreeing to multiple events, answer these honestly:

1. What's the Distance Between Venues?

Same town? Probably manageable. Opposite ends of the county? You're asking for trouble. I've spoken to vendors who've tried doing events 60+ miles apart and regretted it every time. Factor in worst-case traffic, not best-case.

2. What Type of Events Are They?

A corporate lunch finishing at 2pm followed by an 8pm birthday party? That's doable. A wedding breakfast followed by an evening wedding reception? You're playing with fire. Weddings run late. They just do.

3. Do You Have Backup?

If something goes wrong at the first event—equipment failure, client wanting you to stay longer, traffic accident on the route—can someone cover? If you're a solo operator with no backup plan, you're gambling with your reputation.

4. What's at Stake?

A casual corporate buffet and a 21st birthday? Lower stakes. Two weddings where couples have dreamed of their perfect day? The stress alone isn't worth it. Being late or flustered at someone's wedding can destroy your reputation faster than any extra revenue can build it.

How to Make It Work (When It's Actually Feasible)

Sometimes multiple events genuinely make sense. Here's how to set yourself up for success:

• Pre-pack for the second event: Have everything for Event 2 ready to go before you leave for Event 1. Separate boxes, separate checklist, no overlap
• Simplify your menu: Don't attempt your most complex menu when you're doing doubles. Stick to dishes you could make in your sleep
• Communicate with both clients: Be upfront that you have another booking. Set clear end times and stick to them
• Have a packed meal ready: You won't have time to stop. Eat in the van between events or you'll be running on empty
• Bring backup supplies: Double up on anything that could run out or fail—gas, napkins, serving utensils
• Hire help: Even one extra pair of hands for breakdown can save 30 minutes

When to Say No

Here's the uncomfortable truth: sometimes the smartest business decision is turning down money. Say no when:

• The events are more than 45 minutes apart (in good traffic)
• Both events are high-stakes (weddings, milestone birthdays, corporate VIPs)
• You don't have at least 3 hours buffer between events
• Either client expects flexibility on timing
• You're already exhausted from a busy week
• Your gut is telling you it's too much

Your reputation is worth more than one day's extra revenue. A single bad review mentioning you were "late and flustered" will cost you far more in lost future bookings than whatever you'd have earned.

The Alternative: Refer, Don't Refuse

When you can't take a booking, don't just say no—refer them to a trusted colleague. You'll build goodwill with both the client (who appreciates the recommendation) and the vendor (who'll return the favour). Many successful vendors have informal referral networks for exactly this situation.

Final Thoughts

Multiple events in one day can work—but only with careful planning, realistic time estimates, and honest self-assessment. The vendors who do it successfully aren't the ones who say yes to everything. They're the ones who've learned to recognise which combinations are manageable and which are disasters waiting to happen.

Before you agree to that double booking, ask yourself: if everything goes wrong, can I still deliver a great experience at both events? If the answer is no, the extra money isn't worth it. Your reputation is your business—protect it.