Planning an event is both an exciting and a stressful task. While the tasks that come with it can be overwhelming, it can also be one of the most satisfying experiences. Here’s a little secret: when you get the hang of event planning, you’ll know it’s not rocket science.
Eventually, planning huge events – a music festival, charity gala, or a company-wide party – will be a breeze for you – in venues in Miami (or other cities or towns) will be a breeze for you. So, here are a few tips and tricks for successful event planning.
Here are Some Tips And Tricks For Successful Event Planning
Start as soon as you possibly can
There is no such thing as planning too early. If planning an event with more than 500 attendees, you should plan four months in advance. At the very least – six months in advance would even be a more ideal leeway. Make sure you start at the sweet spot between four and six months. This way, you can look at more choices regarding the venue, talent/speaker options, sponsorships, suppliers, and other moving parts. For smaller events – such as business unit-wide events to boost employee engagement – have at least a month to prepare.
Identify the goal of the event
For some types of events, this is obvious. However, in other cases, it is essential to take a closer look at the event’s goal to better set objectives. For example, the event’s purpose is to launch a new product. Your goals can look something like this:
- 50% increase in social media interactions and engagements by event day
- 2,000 new followers on social media platforms by event day
- 1,000 preorders for the launched product a week before the event
Delegate early
As soon as you’ve set the goals, crafted your timeline, and specified the tasks involved, round up your team and delegate. Your trusted and skilled team will also appreciate the time you give them to finish their assigned tasks. Regularly check in with them (without micromanaging!) to ensure that everything is on track and to avoid unpleasant surprises down the road.
Set a budget and stick to it
Have an estimate of the budget as early as you can. It’s impossible to set your budget in stone four or six months before the event day, but it would help to have an outline of budget allocation for every element of your event. Here are some of the critical aspects to keep in mind:
- Venue rental cost plus required insurance
- Costs related to food and beverage
- Speakers, performers, exhibitors, talents, etc. Factor in travel and accommodation costs.
- Marketing costs
- Software for event management, ticketing, CMS, etc.
- Staff and volunteers – plus accommodations
- Contingencies
Pro tip
Be ready to negotiate. It may seem awkward to haggle and may not be your strongest suit, but it’s worth the try. Vendors and most people involved in events are ready to negotiate rates and prices that will benefit both parties.
Don’t take too many risks when it comes to the venue
Deciding on suppliers, especially venues, can make or break your success. Review all options and examine the pros and cons of each very carefully. If a venue is a favorite, but you need help with risks regarding reliability, service, and quality, don’t take the risk. Trust your gut and consider other venues. Here are a few considerations when booking a venue:
- Size. This will depend on the number of attendees.
- Location. It should be near your target attendees’ workplaces and homes, especially if you’re planning a local event. Otherwise, it should be near the airport and stations.
- Parking and access to public transportation. Does the venue have enough space to accommodate the attendees’ vehicles? Can the attendees commute to the location easily?
- Accessibility. Consider all accessibility factors – all-gender washrooms, accessible elevators, entrances, interpreters, etc.
- Acoustic. The venue’s acoustics is very important if your event involves keynote speakers.
- Costs. Consider hidden charges and cancellation fees.
Highlight your brand
The event should be a strong brand if you want to stand out amidst the competition. Remember to consider the power of a unique and easy-to-remember event name in solidifying your brand. Brainstorm a solid brand name and consider the following:
- What sets you apart
- The purpose and the main components of your event
- A logo to accompany the event name
Make sure that the event name is also easy to pronounce. It would also help to put a tagline with the event name.
Final thoughts
The tips above are just a few of the most important things to consider when planning an event. While the list is not exhaustive, it can help you set a solid foundation in planning your events for success. After all the planning and execution, take a break and bask in the great feeling of accomplishment. Happy planning!
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