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Without a Hitch: Your Large-Scale Event Planning Guide

When you’re asked to plan a huge event, you may have mixed emotions.

Excitement, frustration, anticipation, fear… are you going to be able to do this?

The answer is yes! Our event planning guide has some simple tips and tricks that will help you rock any event you plan.

Keep reading to learn more about ways you can make your big event as good as it gets!

Ultimate Event Planning Guide

Each event is a little bit different and this means that not all general plans will apply to each event you host. However, that doesn’t mean having some guidelines to follow isn’t helpful and it can actually give you a lot to work with!

Use this as a guide for your next event, but also feel free to get more creative with the tips that are offered here. You may be able to make an event unlike any other.

Goals and Objectives

The big thing to think about before planning a big event is why you are doing it in the first place.

Why do you want it to be successful? What will tell you that it was a success?

Knowing your goals and expectations for the event, as well as those of anyone involved, will help you create an event that everyone remembers.

The goals also will help you know what you still need and what you can do without.

Assemble Your Team

No one is able to pull off planning an event on a grand scale without a little help.

If there are many details (and there will be), having different people in charge of different things will be a great help to you in the long run. You can trust others to do minute things that you don’t have time to take care of!

This could include volunteers, employees, public speakers, technology chairs, and other people that are there to support your efforts.

This is one of the things that you will want to start putting together once you know what you are trying to plan and what the main goal of the event is going to look like.

Set The Time and Place

For the sake of your own sanity, give yourself plenty of time before the event date if possible.

Make sure you also think about holidays or other events in your area that may impede the success of the event. 

After you figure out your date, you will want to start looking at venues that have availability.

Don’t choose the specific time you want until you know the venue that will house your event. For instance, some of the best convention centers require this information for you to make a reserved booking.

Before you can send out information or advertise your event, you will need to know the date, time, and location. These things should be solidified early in the planning process.

Create a Theme

An easy way to make your event memorable is by creating a theme that matches the goal of the event.

Having a theme also helps you to come up with a catchy title for your event that will grab everyone’s attention! It is a fun way to get more people interested.

Talk with others that are on your team about what the theme should be and how you can incorporate it into the overall details of the event. Other good ideas would be to create a catchy event name, design a logo, or create a branding tagline.

If you are planning to advertise your event, you definitely will need to do this.

Organize Everything Into One Spot

When you start planning all of this good stuff, it can start to get a little messy and confusing if you don’t have a good organization system.

Creating a plan or outline of everything you have planned, still need to do, and are still thinking about adding is crucial.

You also are likely getting the documentation you may need to hold onto relating to employees, rentals, venues, sponsors, entertainment, or otherwise.

All of these things need to be organized and kept until well after the event is over to ensure you have everything you need if something happens.

Manage, Manage, Manage

Throughout the whole event planning process, you are going to be the leader. In order to lead, you also have to manage.

A good way to start from the beginning is to have a timeline of what you expect of the team. You also may want to give them some starter points to be sure that they know what needs to be accomplished by when. 

Stay Calm

Remember that unexpected things will still happen. You have to go with the flow and salvage as much as possible if things go south.

If things happen to start unraveling, remember that you have your team to help you figure out a plan B. 

During the planning, you are also going to experience a lot of stress. Planning a large-scale event is really tough! Don’t beat yourself up if it gets a little rough and just remember that eventually all of the hard work will pay off.

Start Planning Your Event Today

With this event planning guide, you are sure to create an event to remember.

Collaborating with others, being organized, and keeping your head straight will go a long way when trying to plan a new and exciting event.

If you’d like to get some more forms to help organize and manage your event, feel free to browse our website to get some extra help! We would love to create a free template for you if you would like something we don’t already offer.