So.. you’re planning an event! It could be a wedding, board meeting, a party of any sort, business dinner, seminar, product launcher, charity function, or even a VIP event. You’re so excited.. but there are so many things to consider and many details to nail down before you can officially call it an event and actually get people to come out. I am experienced with planning many different types of events, but mainly through an organization I manage at UGA for grieving college students (which is a difficult thing to market!)
Without a location, or a proper one, it’s impossible to carry on an event (unless you want to have a business meeting on the sidewalk!). Where you host the event can have a huge impact on whether or not guests show up. If you’re hosting it at a Starbucks, keep in mind that it’s not a private place, and that might be more appropriate for only a few guests. However, if you’re renting out a room at your college to have a kickoff event, for example, you’re going to have to strategically plan the location out so that the most people (or your targeted amount of people) will show up to your event.
#2: Purpose of your event/Target Audience
Why are you holding this event? You want to clearly identify an objective. Without an objective, your event could be an expensive venture without the power to attract attendees.
If you’re planning a birthday party, focus on the guest of honor and do whatever it takes to make that person excited! If you’re planning a wedding event, make sure you honor the client as much as possible and give them what they want! COB has been excellent in honoring our clients needs as much as possible and giving them exactly what they want during their special day!
Another thing to consider is to know your target audience. You’ll want to carefully consider who is invited to your event. Defining the audience for the type of event is always a good way to get a good turnout.
#3: Getting the word out (Marketing)
Getting the word out about an event can be the hardest part of an event! The truth is, many people nowadays prefer to receive communications via. the internet, social media, and word of mouth. If you hear something positive about a particular company, you are more inclined to go with them over another company and vice versa. In my experience, Online marketing campaigns and word of mouth have been the most effective marketing strategy. Sometimes though, according to the type of event, you kind of have to play it by ear. If you’re planning a huge event open to the public, you might want to try traditional techniques as well. You can try to get your event published in a newspaper, put it in calendar announcements, put up posters, or even put it in the daily news!
#4: Overall Logistics
Money, money, money! Makes the world go ‘round right? Without proper management of money, your event could turn out to be a disaster. Based on the type of event, you will want to have food, speakers, games, and even giveaways.
What type of budget will you want to have? Set a max amount of money that you want to spend and stick to it. Here are some examples of expenses that you may encounter: printing, audio/visual equipment, permits/licenses, photography, entertainment, signage (banners, etc) registration fees, parking, etc!
The last point, but possibly the most important: is time. How long will your event run? Although pretty self-explanatory, you will want to figure out how long certain things will take place. Time is money.
Creations of Boredom Entertainment Group (C.O.B) has done an incredible job at managing events in the Atlanta community and has worked in all facets of event management. We have also planned numerous events for clients such as cookouts, concerts, fashion shows, and parties, while managing to cover them through their impressive videography and photography. Most recently, we partnered on an event called: “I AM: Girl Rising Hosted” where we did event design and consulted for the event.