5 Things to Not Forget During the Event Planning Process
The past two years have changed entertainment as we know it. However, 78% of marketers say they want to return to in-person events even if it means adding some virtual aspect to them.
So, you may be wondering what an event in 2022 and beyond look like and how do I plan one?
Some things have changed but other event planning tips will always remain the same. Use this guide to ensure you do not forget these 5 essentials.
Table of Contents
1. Book a Venue Early
You may be used to scheduling last-minute events in virtual form since all people need to do is click on a link. However, now that we are back to in-person events you need to book a physical venue.
Book early to ensure your event schedule does not coincide with other major happenings. You also do not want to be left with only a few venue options. To get the one you want then you need to think months or even a year in advance depending on the event type.
2. Keep Your Website Updated
Having a website to showcase your event to your target audience is common sense. However, keeping it updated might not be.
Events are continuously changing with new speakers, musicians, and event vendors. If you update your website then your followers will get more excited about attending it.
Be sure to share these updates on social media as a way to market your event to new prospects as well.
3. Send Out Marketing Reminders
Event planning does not mean announcing your show, meeting, or conference once and then hoping people remember it. Marketing is a long-term activity that should be spread out strategically.
Send out periodic reminders to ticket holders to get them to spread the word. Also, place ads and get radio or news reporters to remind the public of your event each month.
You can use new additions or changes to the lineup as a headline to make your announcements sound fresh and relevant.
4. Plan Your Layout
Event accessibility is always important to make your guests comfortable and impressed at the same time. There are some necessities that you can not forget, plus added additions to make virtual viewing possible.
In-person essentials include facilities like bathrooms, vendor space, and parking for your guests. Your area must also include accommodations for guests with disabilities like a handicap porta potty and ramps to access all areas.
Virtual viewing equipment needs high-quality cameras and sound equipment that can record without any obstructions.
5. Check Proper Sound and Lighting
The sound and lighting set up for in-person viewing are also important. This is especially true if your event is outdoors. You will need surrounding speakers and proper lighting for safety concerns.
Most professional venues will include media setup and lighting. However, always check to see if they are functioning. If you are in a park or field then you may need to invest in your own equipment.
Event Planning Can Change
No matter how much time you spend on event planning things can change on the spot. Always have your staff prepared for any last-minute lineup cancellations, technical issues, and safety hazards that may arise.
Check out our entertainment section for more ideas to add to your event.