How to Plan a Large Event
Mar 14, 2011

How to Plan a Large Event. Start by gathering details once you have as many details as you can think of then things should start falling into place.

 

The three W's where, when and why will help you to figure out the how. The why is very important. Most of the time the why is not singular there are many reasons or goals for the events depending on each persons relationship to it.  Here are some examples.

You have attendees that are coming so they can:

  1. network with other people
  2. learn something new
  3. get required education done
  4. get free stuff
  5. be entertained
  6. meet the organizer
  7. and most likely many more reasons

You have vendors that are coming so they can:

  1. promote their brand
  2. intiate deals
  3. sell items at the event
  4. re-connect with and strengthen their relationship with existing clients
  5. and most likely many more reasons

You and your organization are going:

  1. you have to provide something to one of or both of the two groups above
  2. you are going so you can make a profit
  3. you are going so your company can train attendees
  4. you are going so your company can learn from your attendees
  5. and most likely many more reasons

It's really important though that you understand the whys of why you are having the event and that the event will meet all those goals. This is one of the main reasons that a simple 'gathering' is far from easy and that just getting everyone into a space is far from useful. Detailed plans are the start for a successful event. Measuring success is as simple as making sure everyone went home happy and if required you have met your monetary goals.

 

Step 1: Why are you having the event?

Step 2: When will you have the event?

Step 3: Where will you have the event?

Step 4: How will you have the event?

 

Most big events do not start out big, so leveraging what you did last year will help to make this year more efficient and graceful than last year. Hopefully you kept great records from last year and the previous years event. As you start to work on the how you constantly reference the answers to one, two and three.

 

The where will help you to answer how big the event can be. Each venue has space limititations. The when and the where will impact the overall maximum possible attendance.

 

Example Considerations of the When and Where

  1. Summer events you should consider having activities for the attendees families
    • if it's multi-day event do you have things available for the whole family in the evenings
  2. Events on a holiday weekend consider having activities for the attendees families
  3. Events on weekdays during work hours, will the attendee be able to leave work?
    • is this work related
    • can the attendee justify not working so they can attend the event
  4. Event on weekdays after work hours
    • can the attendee commute easily

 



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