Planning an event is time-consuming, hard work, and stressful, but it does not have to be that way.
There are tips for large-scale event planning to make it a breeze. For example, an event app helps engage your attendees with interactive agendas, effortless networking, and advanced mapping for quick venue navigation.
Whether planning a large-scale meeting, your first business conference, or a charity gala, apps and these tips can help to ensure a successful event!
1. Start Your Planning Early
Start planning the event as soon as you can. In the case of a large-scale event, you should start planning it at least six months in advance.
Ensure that you have the right team working with you. An event management team can make or break an event. You cannot manage each aspect of a large-scale event yourself, so having a team you can trust is essential.
When hiring, ensure that you check references and their prior event experience. Event planning, especially big events, needs brave and tough people. So, your team members must know how to handle any hurdles that may arise with confidence.
2. Secure the Date and Venue
The main components of an event are the venue and date. So, talk to your client about a tentative date for the event.
Once you have the date, you can start looking for a venue. Don’t let it slip through your fingertips if you find the ideal venue! It’s best to pay for the venue immediately before someone else takes it.
3. Look for Service Providers
After securing the date and venue, it’s time to find the right service providers. Some facilities may include services such as catering and event décor in their package. You may or may not choose to go with what they include. Start looking if you forgo the benefits or the venue doesn’t offer any.
If the occasion is an outdoor event, you will need to hire security guards. You may be having your event in Los Angeles, California, for example. Large crowds often turn up for outdoor LA events, so having armed security guards is vital. Special Security Services has security guards in California that can provide guest safety. The guards are bodyguards to your guests, gatekeepers, crowd control, and mobile patrol.
Remember to compare the prices of different vendors before selecting them. Also, make sure that they have handled a large-scale event in the past.
That’s not to say you can’t go with newer service companies. However, if they have prior experience, everything is more likely to go off without a hitch.
4. Open Communication
When planning a large-scale event, many people work on various event tasks. As a result, too many crucial details can get lost if proper communication is lacking.
To keep everyone on task, schedule regular team check-ins. You can have the meetings either in-person or via conference calls. During the meeting, everyone should update the team on pressing issues, concerns, and progress. From there, everyone can coordinate the next steps.
Event planning software can help you stay on track. But, first, hire the right people to access and manage the event planning software. You may need more than one employee for this since there are multiple issues to track at once.
If you use event software, make sure each team member can easily add details about the event. Here’s an example of a group of people who may collaborate:
- Venue manager
- Interior design company
- Guest collaborators
- In-house planners
5. Plan for the Unexpected
Large-scale events have higher chances of things not going according to plan. So, consult with your team and brainstorm major worst-case situations. Likely, they won’t happen, but it’s good to be prepared.
Address different scenarios and devise a plan-B just in case one of the scenarios happens.
Anticipate that any of the following may take place:
- Delayed flights for guest speakers
- Transportation strikes
- Lost Wi-Fi connection
- Bad weather
- Traffic accidents
Bottom Line
While organizing a successful large-scale event, these five secrets can make planning easier. Throughout the planning process, always keep your guests and speakers in mind. To deliver value to them, you must continue to make changes to perfect the event.
Even if things happen that are out of your control, keep pushing onward. Your guests will recognize that you did your best and be grateful for an outstanding event!
