Organizing a big event in your city appears an incredibly daunting task since it requires meticulous planning, conceptualization, and execution. Delivering a large-scale event is gigantically rewarding, nonetheless, the bigger the event, the bigger everything else needs to be. Organizing a big event requires high-level idea generation and detailed management of a diverse range of aspects including finance management, efficient utilization of time and resources, logistical management, getting sponsors and arranging funds, and sound marketing strategies for event promotion to drive in revenues from the event.
Through this blog, we will familiarize you with some of the major steps you must follow for organizing a big event in your city.
Top 12 Steps to Follow for Organizing a Big Event in Your City
We will now bring forth the list of the Top 12 steps you must follow for organizing a big event in your city:
- Define the Objectives, Scope, and Purpose of the Event: The first step should be determining the event objectives and goals. You need to figure out what you seek to accomplish from the event. You need to set a clear mission statement that will help you lead the event in the right direction. Some of the top reasons for organizing the event may include revenue generation, launching a new product or service, creating brand awareness or imparting learning, etc. Defining clear and concise event objectives, in the beginning, is crucial to the eventual success of the event. You need to ask yourself what the event has in store for the audience and determine your event’s unique value propositions that will drive the audience to the event.
- Decide a Date, Time and Venue for the Event: Deciding the right time and venue is absolutely crucial to the eventual success of the event. Check your community calendar and figure out any special occasions when your target audience is likely to be free or determine the dates and the times of the day when your target audience can attend the event with ease. Consider opting night times in case your target audience is general public since they are more likely to be free at night. Further, you need to figure out the anticipated guest size to be able to decide a venue for the event. Arriving at an approximate number of anticipated guest size will help you select a venue that has enough capacity to accommodate the guests. Further, consider picking a venue that is easily accessible via public and private transport means and books your preferred venue well in advance to stay on the safer side.
- Plan the Logistics for the Event and Connecting with the Vendors and Suppliers: You need to plan well in advance about what all will be required for the successful event execution. This will involve determining the decor, lighting and furniture requirements, flooring set up requirements, support staff requirements, audio-visual and catering requirements, determining the licenses that need to be obtained, formulating event registration and ticketing policies, refund and cancellation policies, deciding the modes of payment and cash handling, record maintenance, sponsor and volunteer management, etc. You must connect with different vendors in the market and compare proposals and quotes of different vendors to select the best and most reliable vendors for each type of service. It is wise to establish good relationships with all your vendors by remaining connected with them throughout the event planning phase till the final execution and inquiring them about the time they will be arriving on site, their contingency plans, etc.
- Decide the Budget for the Event: You need to determine the expenses that will be incurred in organizing the event while including the vendors’ costs, contingency expenses, venue booking costs, event set-up costs, etc. You must budget your event wisely implying that you should assign a budget that is neither ‘too low’ to make the event look disgusting and nor ‘too high’ to evoke unnecessary expenses. Further, you must not forget to include any travel and accommodation expenses for presenters, speakers, etc.
- Build a Team who will help to set up and coordinate the Event: You must hire a team who will be involved in overall set up and event coordination. Pick the people with the relevant experience and skills and delegate them specific tasks with deadlines. Ask them to report you with the progress in the tasks assigned to them.
- Communicate Effectively and Frequently with Stakeholders and Vendors: You must communicate clearly, effectively, concisely and frequently with all those involved in event management. Remain connected with the vendors throughout to ensure the timely delivery of all resources. Further, assign tasks with deadlines to your staff and colleagues and track their progress consistently to ensure that the event is on the right track. Make sure to remain thoroughly connected with all stakeholders and vendors to avoid any chaos at the last moment.
- Establish Partnerships, Get in Sponsors and Arrange Funds: Organizing a large-scale event requires substantial investment in monetary terms and you may not have access to enough money to be able to organize a big event. It is wise to partner up with other organizations or drive in sponsors to gain financial and material support. Consider arranging funds to save you some expenses. A big event usually holds the potential to generate tremendous publicity and you can seek corporate sponsors to fund a portion of the event to benefit from the publicity, free advertising and event exposure. Alternatively, you can partner up with community organizations who may offer assistance with event organization/staffing and in turn benefit from the event publicity and exposure.
- Create a Marketing and Publicity Plan: You need to build a marketing and promotional strategy to boost up registrations and increase the audience participation in the event. Decide your marketing budget and use online and offline marketing tools to promote your event. Consider marketing and advertising your event on social media pages of your company. Add promotional posts regularly to your Facebook, Instagram, Twitter, LinkedIn, etc accounts, run contests and add the event registration link on all your social media pages to increase awareness among the audience and boost up registrations for the event. Announce the event registration starting and closing dates on social media channels to encourage participation. Encourage people on social media to share your event posts on their profiles to drive in more registrations. Use e-mail marketing, newspaper advertisements and SMS advertisements for promoting your event. It is wise to team up with media partners to expand the audience reach for the event and use press release form of advertisements to drive in registrations for the event.
- Catering: It is wise to team up with professional caterers, tell them your budgets and ask what menus their chefs can create for you. You must consider the tastes and preferences of the audience and the type and scope of the event while designing a menu for the event. You need to procure alcohol licenses in case you are opting for non-conventional venues. Consider adding mouth-watering and exquisite dishes and beverages on the menu to keep the audience delighted and hooked to the event. You can consider incorporating food into the ticket price or simply set up stalls where the audience can pay for purchasing food, beverages, etc.
- Determine Your Evaluation Process: You need to determine the parameters/benchmarks in terms of which you will measure the success of the event. At the time of initially formulating the event goals and objectives, it is vital to consider the terms in which you will evaluate the event to gauge its success. You need to analyze whether you measure the success of the event in terms of the number of registrations/total revenue or the funds you have been able to raise through the event, in terms of sponsorships, etc.
- Determine Music and Entertainment Options: You need to determine the type of music to use at the event to keep the audience hooked and enthralled. This may involve setting up DJs, Projectors, LED screens, etc. Also, you need to consider what entertainment options you wish to use that can include stand-up comedians, live dance and singing performances, guest performers and speakers, etc. Decide the speakers and performers for the event, sign contracts and look into travel and accommodation arrangements for them.
- Develop a Plan ‘B’: You must plan contingency plans well in advance that you can stick to in cases of any unforeseen circumstances. Unfavorable circumstances can emerge in the form of inclement weather, over-loaded parking lots, power failures, etc and you need to plan out strategies and must have access to equipment that you can use to tackle unforeseen circumstances.
Conclusion: We hope that going through this blog will definitely familiarize you with some of the steps you should follow for organizing a big event in your city.