Event Planning Takes Time

Good event planning happens months (or quarters) before an event is announced. We’ve seen far too many well-intentioned people try to shorten this timeline, only to forget something big (like insurance) or overlook something ‘small’ (making sure your name badges don’t suck) because they didn’t bother to outline their event planning process.

Event Planning

Waiting too long to start event planning can be disastrous for events that require a lot of space. Photo courtesy Dylan Passmore.

Most events can’t be planned in a day, a week or even a month. For any event to be successful, planners must take the requisite amount of time and steps to ensure success. Problem is, many new event planners and even a few seasoned ones may not know the perfect amount of time to allot for planning.

EventDay can help. Our software will reverse engineer your event, and depending on size and scope, give you the most accurate possible plan to make sure you have everything ready to go when it needs to be. We’ll help you plan timelines for giveaways, sponsor/giveaway deadlines, A/V rental or setup, speaker/attendee reminders and even throw a few promotional tips your way so your event gets the attention it deserves.

Here are a few tips to get your event planning started:

1. Pick a topic/subject
As easy as our software is to use, we can’t make a nondescript event great. Pick a solid big idea to build on and then follow the rest of the steps. Conferences are seldom huge money makers, so it’s a good idea to have a motive that’s not directly profit related.

2. Find a venue first
Without a place, your event can’t really exist. Venue rentals tend to be the biggest expenditure for any event, so picking one early will give you an idea of how much money you need to budget.

3. Pick a day
Once your venue is set, get the exact date and time taken care of. It’s tough to invite speakers and woo sponsors without a set time. Many people are unwilling to commit if you can’t even commit to a date and time.

4. Figure out your costs
Some things you may be able to live without, like WiFi at a large conference center. Other things, like water and snacks, are going to be necessary. Construct a wish list based on order of importance and eliminate what you can’t raise money for.

5. Pick your team wisely
If you can afford to hire professionals to help you, that’s great, but if you’d rather spend your money on making your event worthwhile to attendees, be sure to pick your management team wisely. Every missed deadline is something the event organizer has to do, so be cognizant of your time.

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