Developing a vision, planning, coordinating and executing a major event is often a hectic experience. Your head is swirling with everything you aim to accomplish. Assemble the right team, create a budget that doesn’t go overboard, choose an effective location, solidify event supplies and themes, plus outline tactics to hit your major goals: all of which are necessary steps in order to pull off a successful event.
By taking a bird’s eye view of the project-event planner or not-you can accomplish this feat, gain a rewarding experience and smoothly plan out the most important steps in the event planning process. Here are some basics on how to pick the event space, brainstorm an event theme, attract guests to your event and prepare for hurdles that could come your way.
Step 1: Pick the Perfect Event Space
One of the first steps is getting your date, time and venue set up. Whether you are planning a Christmas ugly sweater get-together, a fancy dinner party at a friend’s house, or organizing a large network of professionals meeting up for a multi-day event, selecting the perfect location early helps to make the event process move along more efficiently than if you wait until the last minute to decide.
Stick to your event vision and get all of the necessary details of your event space before getting too deep into the process. Will you need parking, technology equipment, a proper Wi-Fi connection, chairs and tables? Book your venue far enough in the future and make sure to read the deposit and cancellation polices before confirming.
Step 2: Brainstorm for a Creative Event Theme
Now is the time to break out a little creativity. What is the event name, theme, logo and color scheme? Do you plan on ordering customizable supplies? For a trade show or corporate event, how about adding your logo, theme and color-scheme to well-branded swag tote bags or custom backpacks? These can be handed out at the beginning of the event and filled with other keepsakes from presenters and business connections.
You might be planning a recruiting event to attract high school students to college. Some themes that could be highlighted are going green, the comradery of sports, being active by joining clubs or even one focused on the school mascot. For this type of event, consider custom lanyards. Those freshmen students will be prepared by always having their student ID attached to their school-of-choice lanyard.
Planning a 5k run or walk? The theme could be centered around a holiday season, provide obstacles or a scavenger hunt or even costume-designing. Or if you are searching for event supplies for a family-friendly children’s race, look at getting made-to-order badge ribbons to award all participants.
Say you are hosting a large fundraiser with CEOs and business professionals. Even though this event is more formal in nature, you can still be creative with your theme. Try a red-carpet Hollywood theme with branded hashtags, movie-star branded cocktails and plenty of balloons (and maybe a pair of Malibu sunglasses or two). Bring it all together with a full-color presentation folder to continue the theme throughout the meetings.
Step 3: Attract Guests to your Event
No event is complete without, you guessed it, guests! To ensure exceptional results from your event, you must invite and attract the right number and quality of guests. Think through how you’ll grab their attention, from quality entertainment ideas to offering a gourmet dinner, hosting a raffle or auction, having participants run or walk for a good cause, or even providing games and decorations for a child’s birthday party, get to know your audience and pick a venue and entertainment they can’t say no to.
Your event may be large-scale or smaller in nature. Either way, create a list of reasons-and maybe even giveaways-why they would want to attend to keep yourself on the right track, and attendees interested. Let’s face it, free giveaways entice people to show up for events. For large corporate events such as a health convention, consider giving away heart stress relievers or for a smaller Humane Society fundraiser, perhaps hold a raffle for pet promotional products. Whatever route you take, as long as you’ve put yourself in the shoes of your target audience, you can win their hearts (and time on their calendars!).
Did you know MARCO promotional items can be delivered right to your event location? This eliminates the need to pack them up yourself. Plus, we have 100% satisfaction guaranteed so no need to worry about getting the wrong products.
Step 4: Prep for Hiccups
No matter how much planning and preparation is done, there will likely be mishaps that get in the way of the picture-perfect event you envisioned. By expecting some things to not go as planned, you are set up to continue moving smoothly no matter what hurdles get in your way. Preparing back-up plans for technology and assigning others to be on call are also good practices. And bringing must-have event items will prevent some setbacks. If you’ve solidified your venue, technology, necessary catering, entertainment, decorations, marketing strategy and your schedule, you’re much further along than you think. Reach out to other team members if you need additional help and communicate effectively with expectations.
Whether you are a seasoned event planner, your boss assigned you to plan a promotional event or you’re opening your own event planning business, having essential event supplies can help you create a memorable event that everyone will remember. By taking time now to plan ahead and trusting your prep work later, you can enjoy the event more and be satisfied knowing you did your best.
Need any last-minute event or party supplies like name tags or badge lanyards? MARCO Promos can help you keep your deadlines and budget. For no extra charge we provide the customer service needed to get your event up and running with our one-hour art and proof turnaround. Ask about it on our live chat today!
