Did you know that the event planning industry is set to grow by 4% year after year? people want to get out and mingle, meaning this is a great way to showcase your brand or business. But when doing it yourself, where do you start?
Finding a venue is only one piece of the puzzle. Read on as we give our expert steps on organizing an event.
Set a Budget
The first item on your agenda when planning an event is to set a budget. This will have a huge impact on what you can and can't do with the big day. Everything from catering to keynote speakers and the venue itself is dictated by this.
It is important to break the budget down into smaller sections. Below are the main ones you may want to consider.
- Guest and speakers
- Labor and staff
It is also beneficial to add a contingency to the overall budget of around 10%. Any number of problems could occur and you need money in place to correct them.
Search for an Event Venue Early
You may be surprised at how far in advance you need to book an event venue. In some cases, you may even be looking at years. Thus, you need to start as early as you possibly can.
Generally, if you have a large event of over 500 people and don't have a set venue in mind, then you can begin six months before. Even with lower amounts of people, try to stick to this to avoid disappointment.
Starting early also allows you to get other elements in place. When you begin to rush, costs will start to rise and they may take you over your intended budget.
Know Your Goals
Events are a great way to get your brand out there into the world. However, you can do a lot more than just tell people who you are if you have specific goals in mind.
Are you trying to celebrate the launch of a new product? Are you celebrating a birthday for a company? Think about what the actual purpose of the event is.
This should help inform everything you do and plan for the event. If it is a product launch, invite people from the media and industry who will spread the word. If it is a company birthday, invite clients to build upon the relationship.
From its goal, make sure you create a list of micro targets. Perhaps if it is a new product showcase, you may want to get 1000 social media followers. You may then decide to get 500 people signed up for the email list, for example.
Some venues may not even deal with you if you don't have insurance. While most event spaces will have their own in place, you also need to cover for liability on your part as an organizer. If you already have liability insurance, it may be worth checking with your provider or asking to extend it to the event itself.
Selecting the Venue
This is one of the hardest parts, as many variables can dictate a good event venue. Some considerations to make are listed below.
The ideal location all depends on where your attendees are coming from. If it is a global event, then you need a major city with a large air transport hub. However, if it is local then it makes sense to go to the local town.
Another consideration is the availability of accommodation. If you have people coming from a long way in large numbers, they will need places to stay. Similarly, if your venue is not easy to access you may need to put on transport to and from accommodation to the venue.
The next factor that will dictate the event space you can use is the numbers. You don't want to book a venue that is too large as it will cost and will kill the atmosphere. Conversely, you won't be able to book small-capacity venues and then invite more people, as regulations will stop them from entering.
If the venue is organizing food and beverages then they may also have minimum amounts of people allowed. When you have done past events, you can cross-reference the data from this. You may also want to keep adjusting this depending on the feedback from ticket sales and attendance.
What Does the Venue Provide?
If the venue provides certain services and amenities, it can make your job easier and cut down costs. The most obvious is catering and kitchen facilities. Even if they don't, they may have partners who can provide this for you.
Another consideration is audio-visual equipment. Depending on what your event involves, you may have to hire a whole crew and set up for this. With smaller events, simply knowing if they have projectors and screens can help.
Finally, will anyone set up and close down for you? Chairs, tables, and other items may be available that you can use. All this means you don't have to hire it.
Events beyond your control may result in a change in date or total cancellation. The global pandemic has taught us that anything is possible and you don't want to be left out of pocket if something happens beyond your control. Check if relevant clauses are in the contract for this.
Organizing an Event
Now you know the basics of organizing an event, consult your marketing team. Together, you can tie it into upcoming campaigns. From here, set a budget and find a venue.
If you are an event planner or interested in the industry, then free your diary for the Event Planner Expo. Click here to get your tickets booked early to avoid disappointment.