Planning A Successful Large-scale Event

The more effort that needs to be done to put together an event, despite the fact that it is both thrilling and immensely fulfilling, the bigger the event.

Follow our step-by-step event planning template if you're organising a major event to make sure everything is taken care of on the big day.

1. Define your event

Choosing your concept, scope, and budget is the first and perhaps most crucial stage in arranging an event. What is the purpose of your event, and what do you hope to accomplish? What matters most is how much you have available to spend.

Every other decision will be influenced by the answers to these questions.

2. Start planning early

Planning should begin months (perhaps even more than a year) before the event, especially for large-scale events.

Consider the target audience, location, necessary and desired inclusions, event management partners, as well as the dates and production schedules for the event.

3. Market your event

Another crucial aspect in organising a successful big event is event marketing. Build anticipation for your event and make sure your target audience has the opportunity to purchase tickets far in advance of the event to ensure you achieve the attendance you're hoping for.

Additionally, there is no need to try to recreate the wheel. Good, solid marketing is what you’re going for. Social media, paid advertising, email marketing, cross-promotion with other companies, and mailouts are a few examples of channels to take into account.

4. Expect the unexpected

Surely nothing will go wrong with all the careful planning, right? Wrong.

We all dream for a flawlessly planned and carried out event, but in reality, things won't always go according to plan, so it's crucial that you have the systems in place to deal with whatever the day brings.

Create backup plans for situations like crises, evacuations, severe weather, injuries, public relations problems, venue restrictions, electrical problems, and any other potential problems that might occur at your event.

5. Book your venue

Another aspect of preparation that you definitely don't want to mess up is choosing the appropriate location.

Your AV and event management staff should be extensively integrated into planning by this point so they can assist you in narrowing down the ideal location for your needs by helping you sift through potential sites.

Cost, size/capacity, layout, AV infrastructure, venue access and transportation, parking, in-house capabilities, catering, security, first aid, and insurance are all factors to take into account when choosing your ideal venue.

Don't forget to thoroughly study the terms of your venue contract to ensure that everything necessary, such as pre- and post-event access, is covered.

6. Licenses, insurance and restrictions

There are many licences, insurances, and restrictions that could be necessary when planning a big event. For example, public liability insurance is a bare minimum requirement to safeguard you from injury claims at your event.

Planning your event should take into account factors like municipal approvals, intellectual property licencing, and other necessary authorisations, as well as noise regulations and capacity restrictions.

7. Delegate responsibility

Especially for larger events, there’s no way you’ll be able to do everything on your own. For your event to come together the way you envisage, you’ll need to delegate certain responsibilities.

To make sure you’ve got it all covered, you’ll want to consider creating the following teams:

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·?????Customer service

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·?????Delivery

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Successful event outcomes with Pride Group

Planning an event is a big job at the best of times.

As an experienced group of event specialists, con-sol work alongside your team every step of the way to help you plan, coordinate and execute an event that exceeds every expectation.

Get in touch to learn more about pulling together an exceptional event that people will remember for years to come.