12 Factors to Consider When Planning an Event

Before we go for anything we should have the basics clear. You must have the fundamental/foundations. These are just too obvious, yet inexperienced event planners ignore these on so many occasions, get things wrong.

Before knowing about some very practically useful things that can multiply your event success, you must have a clear idea of these foundations.

All quick tips and tricks will be only good if you have all the foundations ready. So, in this article, we will first discuss the 8 key elements of event planning, after that some other things to consider doing for your event. These tips will very actionable, which you can start implementing right away if relevant. This will make the events awesome to the pro level. Give quick results, amazing experience for the audience, sponsors, organisation and all other experiences, will increase ROI with just little effort.

Let’s get started…

8 key essential elements of event planning to your event a Grand Success

1. Understand the goal or purpose of the Event:

Every event should have a primary purpose and goals and objectives, which give the measurements of success. Understanding the purpose of the event leads to better planning and proper allocation of time and money.

In order achieve the success you need to set a realistic goal and in particular a realistic attendance target. That leads to the next point…

2. Know Your Audience:

Depending on your organization’s goal, you need to identify your target audience and their needs. Once you selected your target audience, figure out where to find them and determine how you will reach them. Do you have a long enough list of prospects or you need to search outside?

There are many ways to reach to your prospects and generate more audience and potential clients. Email marketing, telemarketing, social media, Search Engine Organic and Pay Per Click are the things to consider. Here are 30 event promotion ideas to help you reach to your audience. Again depending on your target audience, some will be more effective than others.

Having all the information about your audience will also help you determine the type of events you need to host.

3. Selection of the right Venue is vital:

Depending on the type of event and targeted audience and choosing the right venue is vital to your event success. There should be a connection between the organization’s expectation from the event, the venue selected and the audience being served.

4. Suitable Timing:

Much like the right venue, right timing is also vital to organize a successful event. To determine the right timing, there are many factors to be considered, such as days of a week, months of a year, holidays or other events in the calendar, type of event, location and many local factors.

5. Draft a plan and follow the timeline:

As now you have a definite goal and you know your target audience, it is time to have a plan to execute the tasks and achieve the goal. Depending on the size and complexity of an event start planning early enough so that you have time to understand every aspect of the event, its requirements, necessary actions and so on. You should determine the major milestones and deadlines before you begin.

Making planning plan is not enough, you have to follow the timeline and keep track of the work being done.

6. Create content that attracts your target audience:

One of the most important factors to consider is what value event is gonna provide to attendees. Create compelling content that attracts your targeted audience, serve the information that your audience wants or solve their problems. Add some value, don’t just use blatant sales pitches for your business.

7. Design the message you want to share through the event:

Well, creating content and having your audience to consume it is actually a boon to your event objective. It provides you the opportunity to design the message away that attendees agree with or accept easily. You don’t just throw events to cheer up the participant; events should achieve its mission, which is to provide information that helps the audiences understand the organization and its contribution and impact. That makes the attendees to trust the organization.

8. Lead capture mechanism:

This is very likely that for B2B events capturing leads of potential prospects is the primary goal. If taken care of all of the above things, it will make generating leads easier but you need to plan how you are going to capture your leads. Think of some creative methods or mechanism that you think will work best for your events.



Now you have your basics clear. Or maybe it will take some type and practice to be practically good and understanding and being very efficient with these. But if you just now keep these things in mind while planning your event you will be in a much better position if you haven’t considered each of these so seriously.

You just can’t ignore these in any situation.

So, now let’s see some of the very actionable things to consider for your event. Which takes very less effort comparatively, but can give a quick boost overall experience and ROI.

So, here it is…

Things to consider before planning an event

So, I have told you, all the tricks and tips might not be applicable for any scenario. You have to choose whichever is applicable for you and, most importantly, take action on those.

Obsess with attendee engagement

Consider having an online event registration system.

Have an event app and event website
Very useful for the audience than anything
A good step for Branding
In-app you can just have any creative activities, attendee engagement with push notifications, activity feed, feedback and live QnA, registration, just anything you can imagine.
And finally, of course, you should consider having an app for your event cause why not? Especially when you can have a decent app for your even for free. Here is how to build and publish an App for.

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