How To Plan For Your First Event

Are you planning to conduct your first event soon? Then the major objective you may have set in your mind is the “success”. But have you planned for that success? Do you know how to reach the top? We are here to make that possible for you. 

Below are some main parameters you should follow to conduct your first event successfully. Make sure you don't miss any point and read all of them carefully. Let’s jump in:

1. Event Date

The first thing that you should decide while planning for the event is the “date”. Choosing an appropriate date plays a very vital role in your event’s success. Don't just fix one date straight forward but select at least 3 dates and then compare it according to the venue availability and prices. Try selecting 3 different days of the week to attain more flexibility.

2. Plan The Time Frame

Deciding an effective time frame is necessary as sometimes a single hour difference can make a huge impact on your planning. For e.g. starting your event at 10-11 am instead of 7-8 am, means you don’t have to plan for the breakfast budget. Overnight stays might affect the payments, and traveling feels so romantic, as sometimes logics won't work. 

3. Attendance Count

The attendance and budget, both are directly proportional to each other. Higher the attendance, the higher the budget. So, make sure you note down all the names of the person you want to invite, in a spreadsheet. It makes it easier to send the invitations and hence, deciding the budget accordingly. Also, don’t forget to decide the price of the entries/tickets for your event. 

Pricing is the biggest part of the planning and deciding the price carefully is very important. 

Here is the pro tip: Do some research, check out your competitors, and see their prices. Compare the market price with your competitors and then reach out to any conclusion accordingly.  

4. Event Marketing

After identifying your revenue sources, the next big step is to figure out your marketing plan. What would be the best method to engage and reach out to your revenue generators? Although you have a list of people whom you are inviting  what about the exhibitors and sponsors? 

If you want to attract more sponsors then you should first be able to reach them. For e.g. if someone is searching for  “ live events near me”  or “recent events in Omaha” then your event should be on the top of their results. If people are seeing you more then they will definitely reach out too. Investing in the marketing of your event will surely come back as a huge revenue in the future. 

5. Cost VS Budget

You may be thinking that it sounds so impractical working on the budget before knowing about the catering costs and the venue. But believe me, this is the best way to plan your event. It provides a standard to measure all the vendor proposals and to start with the revenue sources. 

Keep an eye on our blog for more such posts!