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1) Formulate your event planning strategy

Clarify and set your goals. The first step in how to plan an event successfully, large or small, is to identify what you want your event to achieve; what’s the unifying idea? This will be your mission statement, expressing in a few sentences what your event is about. Secondly, make sure you have a deep understanding of your target audience. Why will they want to attend your event? What do they like? What are their motives?

2) Think smart with your budget

Budget and event planning are closely linked. It makes sense to choose partners who are a good fit for your event and who can offer some flexibility as your event plans unfold. Depending on the nature of your event, you may have to pay speakers, hosts or performers to boost engagement and attendance. Spending a little more to secure the right partners and people will help boost your event’s kudos and ROI.

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3) Choose the right venue

Whatever type of event you are planning, the venue must meet your needs. When selecting the right types of spaces, such as conference rooms, exhibition spaces and outdoor areas, think about your attendees’ needs.

Will your event need catering? Are there adequate on-site facilities? Is accessibility excellent? Will there be places to relax?

Outdoor spaces also have an important role, as they can offer a welcome break from the usual indoor event environment. Choosing a venue with accreditations and awards, such as ECOSmart Gold Status, can help ensure it meets your company’s ESG targets.

4) Partner up

For event planning and organisation, some venues can help with organising your event, as they will have the experience that comes with hosting. They can help facilitate your on-site event branding, and they might be able to help organise vendors, food and drink and accommodation, providing you additional time to focus on other aspects of the event.

5) Go green

Sustainability is an important factor to consider when planning your event. Choosing a venue and event partner with green values will make your event more attractive to potential attendees, so it’s important to check the venue is ISO accredited for sustainability (ISO 20121). Travel to and from your event will have the biggest carbon footprint. To minimise this, choose a central location that’s easily accessible with excellent rail links.

Car parks with charging points are a good idea too, allowing people to travel in electric vehicles without worrying about losing charge. And don’t forget your vendors. What are their green credentials? It’s always worth double-checking whether your venue has accredited vendors which operate sustainably.

6) Create a buzz

Good event marketing builds anticipation and creates a buzz. Ensure that when planning events you consider branding and marketing collateral. Creating an event brand and getting your logo and design right, will give your event a visual identity that’s recognisable and relatable.

Make sure you leverage all marketing collateral that you can. Include an event website, event news, email sign-up, social media engagement and paid advertising to ensure it makes an instant impact.

7) Attendee experience

A key aspect of event planning is ensuring outstanding attendee experiences, not only during the event, but before and after it.

• Consider how they will get tickets or book their place at your event — will they be sent tickets or will tickets be electronic?
• Will you provide VIP transport?
• Will overnight accommodation be needed?
• Does the event schedule offer attendees sufficient break times between talks, seminars or performances?
• Are vendors appropriate for your audience?

Partnering with a venue that puts delegate experience at the heart of its operations is crucial to making an event that creates long-lasting memories.

8) Post event

What KPIs will you use to measure your event’s success? It’s important to collect as much data as you can. Event website analytics, attendee feedback, final budget analysis and post event media coverage will all help you gauge success. Understanding what worked well and what didn’t will inform plans for your next event, offering insights into event content, marketing efforts and attendee experience. Tools, such as Warwick Conferences’ L&D Barometer, can guide you on the ways in which you can measure the success of your event.

Inspired?

Warwick Conferences offers full event and meetings support. From planning your event to ensure it meets your objectives, to offer an award-winning catering and overnight accommodation, its dedicated business development team is committed to working with you to create an event that inspires your delegates. For support on your next event, get in touch with the Warwick Conferences team today.

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