Plan!

The Top Steps for Hosting an Event

1. Define Your Event Goals and Theme

Determine the purpose of the event — training — informational — group building — just plain getting together for a fun time. This will be the basis for creating a transformative and engaging experience.

2. Identify Your Target Audience

Who do you plan to invite — friends –co-workers — the “higher ups” — people with similar interests?

3. Plan Your Event Itinerary

Depending on your event, you’ll want to make this as structured or loose. But in any case, you should have some kind of itinerary or schedule that you can give to attendees so they know what to expect and plan for. Even with a business meeting or retreat, you want to have an itinerary that balances relaxation, learning, and meaningful activities. Make sure you allow time for both engaging activities and rest. Yes, you want them to get the most out of planned activities, but you also want them to leave rested and rejuvenated.

4. Create Engaging and Relevant Event Content

Depending on the type of event , you may want to offer workshops, break-out sessions, and experiences that cater to their interests and provide insights, tools, and practices they can take home with them.

5. Organize Accommodation and Facilities

You’ll want facilities that meet your needs — intimate spaces for break-out sessions, a meeting area with proper AV equipment for larger sessions, and guest rooms for overnight accommodations. Will you be booking the rooms or will each participant need to contact the venue? Do you want a sterile setting or one that is intimate and serene?

6. Arrange Transportation if Necessary

Not all meetings require your arranging transportation, but all your participants need to know how to get to the event location.

7. Food

If you’re serving food, you’ll need to coordinate with the event venue. Are you planning on snack breaks throughout the day? What about breakfast, lunch, and dinner — on-site or off-site? What are the dietary restrictions or special needs of your participants — gluten-free — lactose-free — vegan? Gathering this information when the participants are booking the event will give you time for the venue to prepare accordingly and make adjustments as needed. 

8. Set Budgets and Pricing 

Establish clear budgets and pricing that align with the type of event your planning. Consider the costs involved, including accommodations, meals, activities, and facilitators. Strike a balance between offering an exceptional experience and maintaining financial sustainability. 

9. Marketing Your Event

You’ll need to decide how you’re notifying your participants of the event. Using social media — email –phone — mail — personal invites. Focus on your target audience and what will speak to them. 

10. Start Gathering Event Registrations

You’ll want to do this as far ahead as you can, depending on the type of event you’re planning. This allows time to book accommodations, plan the menu, and access third-party providers if needed.

11. Remember, It’s in the Details

You want to provide a thoughtful experience for your guests. Pay attention to the finer details that make your event exceptional. From personalized welcome packages to thoughtful surprises, these little touches create a memorable and cherished experience, leaving a lasting impression on your participants. 

12. Gather Feedback 

Feedback is always important for determing how to set up future events Sending out automated surveys after guests leave is a great, low-pressure way to gather insights. 

Let Us Know If We Can Help You With Your Next Event. Call 802-775-0708

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