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There are so many aspects that need to be accounted for, and many things that you’ll need to consider. However, with the right planning and preparation, you can ensure your event runs smoothly and successfully.

Here are seven key tips to help you learn how to host a large event and create a smooth and seamless experience for your delegates.

1. Start planning early

When it comes to hosting events, the earlier you start planning, the better. This is especially true for large events as you’ll have to prepare to accommodate a larger number of people.

Begin your plan by outlining your goals, budget, and timeline. Create a detailed checklist that covers all aspects of the event, from venue selection, event content, catering, all the way to your post-event follow-ups.

Here are some of some the things you might want to consider including in your checklist:

• Event objectives
• Venue
• Target audience and delegate demographics
• Date, time and delegate availability
• Permits and regulation licenses (if necessary)
• Registration and ticketing
• Logistics and transportation
• Entertainment
• Technology
• Staffing and volunteers
• Safety and security
• Feedback and evaluations

Consider implementing event management tools to help keep track of all your tasks, deadlines, and responsibilities to ensure nothing falls through the cracks. By beginning your planning early, you can anticipate any potential challenges and address them proactively.

2. Choose the right venue

The venue is possibly the most crucial aspect of hosting events. For large events, you will need a spacious area that can comfortably host your expected number of delegates while also providing the necessary facilities to successfully cater and accommodate your large number of guests.

Depending on the type of event, you may want to consider utilising large flexible spaces which offer full customisation and personalisation so you can tailor the event space directly to your event and organisation’s needs. Alternatively, there are number of readily available large conference spaces that will have the facilities needed ready for most types of events.

Delegate wellbeing is crucial to the success and overall perception of your event, so ensure your venue offers comfortable seating, adequate rest areas, and nutritious food options. If possible, consider using a venue that could offer additional spaces for relaxation to help delegates manage any stress or fatigue during the event.

You might also to think about offering wellness activities as part of your agenda or utilising the venue’s quiet zones as a place where delegates can recharge. Be sure to also select a venue that has easy access to Wi-Fi and charging stations as these will allow your delegates to stay connected and manage their tasks without any additional stress while at the event.

Remember to consider any additional factors that may play in to delegate satisfaction such as location, accessibility, parking, overnight accommodation and on-site amenities. If possible, visit the venue in person before making your decision to get a feel for the space and its suitability for your event.

3. Budget wisely

A well-planned budget is essential for the success of all large events.

When you host an event, you will need to budget for each and every aspect and be sure to track your expenses meticulously. Additionally, you should remember to include additional expenditure for any unexpected expenses, which can often occur due to the nature of large events and its large number of people in attendance.

Try and look for cost-effective solutions without compromising on quality, such as using venues that already offer high-quality food and dining to prevent you from having to rely on additional external caterers and their fees, or central venues that offer nearby entertainment and accommodation to help cut down on potential entertainment expenses and maximise delegate satisfaction.

4. Be strong with your marketing and promotion

To attract a large number of attendees and/or exhibitors, you will need a vigorous marketing and promotion strategy.

Whether you’re planning to generate profit through exhibitor fees, sponsors, or ticket sales, your marketing will need to reach a large audience to maximise your event’s potential.

To do this, utilise multiple channels such as social media, email marketing, and consider using partnerships with key industry figures and influencers to promote your event.

Do your best to create compelling content that highlights the benefits of attending your event and what your delegates could gain from attending.

Create a sense of urgency within your communications and using engaging visuals and videos to help generate interest among delegates and exhibitors.

5. Plan engaging content and activities

While thinking of how to host a large event, be sure to never lose sight of your event’s purpose from a delegate perspective.

The content of your event is what will leave a lasting impression on your delegates, so you need to ensure that you have a diverse lineup of speakers, workshops, and networking opportunities or other relevant activities to facilitate and encourage delegate engagement and satisfaction.

6. Utilise event technology

Technology can help you to streamline various aspects of event management, from registration to feedback collection.

Crowd control can be one of the trickiest aspects of managing large events, so try and utilise event management software for ticketing, attendee tracking, and real-time updates for maximum efficiency. This can also help prevent any queuing and logistical issues which can leave delegates disgruntled.

Furthermore, live streaming and virtual attendance options can also work to broaden your event’s overall reach. Perhaps use a venue that offers event production to help create a memorable experience with maximum efficiency.

7. Deliver exceptional customer service

Exceptional customer service can help set your event apart. When you host an event, you need to ensure your attendees have a positive experience from all the way from the initial registration process to the closing remarks.

Large events by nature will have a large number of delegates, so this greatly increases the opportunities in which a delegate could receive poor service and become dissatisfied with their experience.

To prepare for this, be sure to train your staff to be friendly, knowledgeable, and responsive to attendees’ needs and consider using a venue that has been recognised for its hospitality for best results.

Hosting a large event can be a complex endeavour, but with careful planning and execution, it can be highly rewarding. By following these seven tips, you can ensure your event is well organised to provide the best possible experience for your delegates.

Ready to elevate your next large event? Bring your vision to life at Warwick Conferences. With our experience and dedication, we can handle all the details to ensure a seamless and successful event. Contact us today for an informal conversation and explore how we can make your next event unforgettable.

Justine Meek

Agency Relationships Manager at Warwick Conferences and Director of Agent Relations at The Meeting Industry Association. Justine has over 30 years within the meetings and events industry, with 13 of these at Warwick Conferences. She manages the third-party agents for the business, forming great relationships and offering solutions for their client’s needs.

J dot K dot Meek at warwick dot ac dot uk

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