Event Planning: 5 Pro Tips

14 Sep 2015

1. Plan for it

Put a plan together that includes your budget, the event purpose and who you want to attract. Then figure out what will draw your target market to your event, says Antunes. “What do they want to do and see?”

The extras can go a long to bringing in people, she says, citing the Newmarket Home & Lifestyle Show as a great example. “We include kids’ entertainment because we know it attracts families.”

2. Time it right

The month and even the event time can mean the difference between a full house and paltry attendance. September to November, and January to May are typically good times to hold most events. The exception is March break. Likewise for the summer months. “I also try to avoid statutory holidays and the weeks leading up to them,” says Antunes.

Depending on the type of event, evenings and weekends can be iffy. “Business professionals are busy,” says Antunes. “They don’t want to come out for things that cut into their personal time.” For breakfast events, 7–9 am typically works. For lunch time events, try a late morning start (around 11:30 am or so)—particularly when registration is required. “A two to two-and-a-half hour event at lunch and breakfast is generally a good amount of time,” says Antunes.

3. Choose the venue carefully

An event’s location is critical to its success. Consider how easy it is to get to, distance from potential attendees, the room’s ambience and how many people it comfortably holds. Make sure you’re aware of all the costs associated with the venue. For example, “A lot of places charge for room rentals on top of food and beverage costs,” says Antunes.  

Don’t forget about parking. “The best event won’t get much traffic if people can’t find anywhere to park,” she says, adding that free parking is always preferred. 

4. Create a work back schedule

“I create a ‘critical path’ where I work out every detail of the event,” says Antunes. That includes marketing, any purchases needed (such as centrepieces), booking, security, food, etc. Although it may seem time consuming, creating this type of detailed list can help bring potential issues to light before they become a problem.

5. Be creative

“It’s all about the extras,” says Antunes. Need a little inspiration to get those creative ideas flowing? You’ll find plenty of great event examples online. If your budget is tight, try doing some of the work yourself. For example, create your own centrepieces or put together thank you bags filled with small ticket items donated by sponsors.