Having a strong attention to detail is key when planning an event. Whether it’s table layouts, timelines or communication with a client, every little detail matters.
One thing that new planners often fail to consider is their budget. According to Mona, ensuring that you’ve outlined all of your potential costs from the beginning can save you money in the end.
Know your audience
Knowing your audience is one of the most important aspects of planning an event. This is true whether you are planning an in-person event, a hybrid event, or a virtual event. A clear understanding of your audience can help you determine everything from venue selection to marketing tactics.
This knowledge can also influence the types of entertainers you choose to book for your event. For example, it is better to hire a professional speaker who has extensive experience speaking to large groups than someone who has only performed in front of smaller audiences.
It is essential to identify your audience by using data from past events and competitors as well as psychographic segmentation to understand their attitudes and interests. This includes their beliefs and driving hopes, ambitions, and fears.
Know your venue
Once you’ve determined the type of event you want to create and outlined a budget, it’s important to find a venue that allows you to bring your vision to life. You’ll want to consider a variety of things, such as food and beverage options (and whether you can bring in outside caterers), layout and even if the space has an ambiance that will complement your event and set the tone you want for guests to experience.
Also, be sure to ask about the technical needs of your event if you’re using a professional act. Ideally, the artist will be provided with a rider that details the specifics you’ll need, which can eliminate any surprises on the day of the event. It also helps to know how much sound volume the venue can handle.
Know your budget
Creating an event budget isn’t the most fun part of planning, but it is an essential step. You don’t want to blow your entire budget on swanky cocktails and headlining entertainment, only to find yourself with nothing left for promoting the event!
When creating your event budget, make sure to get a quote from each vendor. This will help you understand their real costs, including any hidden fees (like equipment rental or taxes).
Use data from past events to estimate your budget. It’s also a good idea to set aside a contingency fund for unexpected expenses. This will prevent you from having to halt your event plans because of financial constraints.
Know your entertainment
Professional artists are often incredibly demanding of their venues. Most, especially bands and DJs, will come with what’s called a “Technical Rider” that will list the specifics of their setup. This should eliminate all guesswork and ensure a smooth set up. It also eliminates a lot of stress for you as you have enough things to worry about for your big day. As East Coast’s clients, we are there from the beginning to guide you through every step of the planning process for a stress free event.
Know your venue’s limitations
Whether it’s an outdoor event or one that needs to take place within a certain time frame, knowing your venue’s limitations can help you plan appropriately. Ask about the venue’s sound restrictions, as well as whether there are any issues with using outside vendors for catering or AV equipment.
It’s also a good idea to ask about the venue’s podium if you will have entertainment performing on stage. A fixed podium can get in the way of an entertainer and hinder their connection with the audience.
Additionally, you should make sure to set deadlines for vendors, speakers and artists. This can discourage last-minute changes or cancellations. It can also help you manage your budget and make the best decisions about hiring the right talent for your event.