If you’ve ever entertained guests in your home, you know that successfully pulling off even a small-scale event takes a little bit more planning than just sending invitations and putting out a bowl of chips. For events on a larger scale, the planning needs only grow. Retaining a qualified event planning specialist lets you coordinate the overall event’s direction and goals, while not becoming mired down in the nitty gritty details necessary to pull it off. That means less stress and a more enjoyable event for you, the host.

Why work with an agency?

Just like you wouldn’t start rerouting your home’s plumbing unless you had the proper knowledge, skills, and experience, you probably wouldn’t want to tackle planning a major event without the same level of familiarity with the process. This is where it pays to hire a professional marketing agency for your event planning needs. Agencies have the experience you need, plus the resources necessary, for pulling off your event under budget and on time. Planning and coordinating your event through an agency removes the guesswork and ensures a thorough approach to your event planning needs.

What to consider

Depending on the size and type of event you’re planning, you may want to consider some or all of the following factors:

• Budget: Let’s start right off with what many would likely consider the most important factor in your planning. How much do you have to fund your event, and what will it end up costing? A good event planner will take your budget and work within it to provide everything needed for an outstanding event. They might even be able to negotiate vendor prices, on your behalf.
• Entertainment: Do you have a strict schedule in place for your event, or will there be downtime for guests? If attendees aren’t expected to stick to a strict schedule, you might want to consider booking a musical act, stand-up comedian, etc.
• Location: If you’re inviting people from across the country to your event, you’ll probably want to consider a central location for convenience, arrange special hotel accommodations, and plan accordingly for parking.
• Wi-Fi accessibility: Are you dealing with a tech-oriented crowd that will expect free wireless internet access? Is network coverage spotty in the area where you’re holding your event? For heavily attended events, you may want to consider providing additional hot spots, or alternative connectivity options.
• Staff coordination: How many will you need? What will they be doing? Are there any physical requirements they need to be made aware of? What will they need to wear? How long will their shift be?
• Program: People like knowing what’s in store for them. A program will let your guests plan for the parts of your event they really want to see. It will also help orient those arriving late to who’s speaking, their credentials, and how their topic relates to the event’s theme.
• Security: Will you have VIPs in attendance that warrant extra protection? Is there anything controversial about your event? Is it prudent to expect protests or targeting by activists? The safety of all your attendees should be paramount when planning your event.

The marketing tie-in

You’ll want to make plans for your marketing to work with and complement your event. This extends to the actual event itself. A simple example would be If your company’s logo and colors are yellow and blue, you should probably try and weave that same color scheme into the decorations (e.g. balloons, signs, feather sail sign banners, etc.) or other items at your event. This creates a seamless brand experience for your guests that will be memorable and impactful. Similarly, the rest of your event’s marketing should also tie in with the look, feel, and brand identity you’ve already established.

Do you have an upcoming event you need help professional help planning and organizing? Get in touch with the experts at Grid today!