With years of event planning under our belts and a summer chock-full of exciting client events, we’ve had planning top of mind lately. We’ve already dispelled a few common myths about event planning and lent some high-level advice on strategy and promotion, but the best event planners know that the details are just as important in crafting memorable, successful events.
We’d like to say, “don’t sweat the small stuff,” but the truth is that the smallest touches can make or break an event. Read on to learn more about four categories where details are key.
As an event planner, you’ll likely visit the venue at least a couple of times to map out where certain activities will be held or where decorations will go. Being so familiar with the venue, it’s sometimes easy to forget to put yourself in your guests’ shoes. Will they know which rooms they’re supposed to go to or which tables are theirs? Will they be able to easily find the restrooms?
At the 2014 Seafood, Science and Celebrity event, we even labeled which bottles of wine were paired to each course, so that employees and guests alike were guaranteed a seamless dining experience.
With proper signage, you’ll ensure your guests feel right at home, making the event flow much more smoothly. Signage is also a great way to help brand the event—the more times your guests see your logo and messaging, the better!
2. MEDIA OUTREACH
In order to maximize media coverage and guest attendance, make sure you think through the details of your media outreach too. Triple-check your media lists and make sure the contacts you’re reaching out to are correct and up to date. Personalization is also key. Why do you want this specific reporter or outlet to cover your event? Why should they be interested? Think through their past work and use that to help craft the perfect pitch.
And don’t forget to stand out! A creative media kit or invitation with all the event details will stand out more than a generic digital invitation. Check out some of our favorite media kits for events we’ve done in the past below.
Communicating with your team and event staff is just as important as communicating with the media and guests. It’s your job to ensure that all staff are knowledgeable about the timeline of the event and their exact roles and responsibilities. We suggest regular internal meetings leading up to the event to keep everyone on the same page. A run-of-play document (like the one in our Event Planning Workbook) that details the event timeline down to the minute and lists those in charge of each activity is also a useful tool.
Décor is one of the most fun parts of event planning, but it takes a lot of thought to get it just right. Different events call for different aesthetics, so before you start buying decorations and picking out table settings, think about the feel of your event—consider the venue, guests, goals, and of course, budget. Is the event a black-tie gala or a laid-back outdoor fundraiser? Once you get your aesthetic down, focus on consistency. Use your décor to help brand your event throughout the venue space and collateral materials.
There you have it—high-level strategy paired with an eye for detail will maximize the success of your next event. Stay tuned for our next blog, where our design maven Sarah will explain how to execute those details successfully when concepting your event designs and décor.
In the meantime, learn more by downloading our free Event Planning Workbook.