The difficulty of keeping the attendees of an event engaged and entertained has never been more challenging. Increased attendee demands, low kindness spans, and exaggerated vendor competitions are all the things that put pressure on event planners. So, the best way to make sure that your event is meaningful, exciting, and successful is by having a solid experience. The following is a step-by-step guide to planning an event to make it memorable, fun, and, most importantly, stress-free.
Step 1: Categorize the Major Stakeholders of your Event
Who will benefit from the success of your event? Take your time and create a list of everyone that can affect the success of your event. They include participants, staff, vendors, suppliers, exhibitors, sponsors, and donors. Identify and then list the most critical stakeholders and put their needs first.
Step2: Set a Budget
Your budget will play a crucial role in dictating the scope and beauty of your event. Therefore, identify all possible items and give them a particular price, start with food, beverages, venue, rentals, marketing, staff, entertainment, and transportation. You will have a difficult decision to make if the budget won’t move. You will have to reduce the guest list, compromise food serving and go back to your venue choice.
However, it is essential to note that some vendors and suppliers might be willing to negotiate, and some can even accept partial or complete compensation in trade. So, don’t hesitate to find the right menu, order drinks, and steaks online.
Step3: Select the Date and Time
The date and time are crucial, so make sure that you are careful when selecting them. Confirm with other local calendars before choosing a date and time to ensure that your event doesn’t overlap with another one. This will help you avoid any unwanted competition for guests.
Step4: Book the Venue
This is another crucial factor to consider when planning an event. It is pretty impossible to move forward without having an established venue. So, start your journey by creating a list of at least five venues and ask for more recommendations.
Visit every venue and pick the one that pleases you more. The venue you choose must have packing areas, bathrooms, and entrances. Also, ensure that it offers the ambience you are looking for.
Step5: Use Visuals to Communicate Your Event Concept
Lights, fascinating visual displays, and decorations can all keep your attendees engaged for a long time. This is the main reason why event planners pay more attention to this factor while planning an event. Excellent visuals can help keep the guests happy and create more room for conversation.
Therefore, take your time to show your stakeholders what the event experience will be like. Utilize visual tools to display layout, physical design, and production. This will really help the guest get a better picture of what needs to be done to get the necessary experience out of the event.
To better communicate your event’s concept, try using 3D imaging and physical models of your event space. This might include the decoration, furniture, production, and floor plans.
Planning an event is a huge responsibility because you will have to make sure that all the guests are happy and engaged. Unfortunately, the event can quickly turn out to be dull and disorganised. Therefore, advanced preparation of an event will help you make it memorable, exciting, and successful. Follow these steps, and don’t forget to ensure social distancing.