the definitive guide to event planning (2024)

We comprehend the challenge of event planning, having hosted thousands of events for our clients. From the outset, an event planner must maintain organisation, manage a multitude of responsibilities, and wear numerous hats. The most critical objective during each stage of event planning is to maintain the course and accomplish all of the event objectives that were initially established.

If you are organising a hybrid, in-person, or virtual event, this guide will serve as an ideal starting point. We have created this guide to assist you in the planning of your event, from the inaugural day to the curtain call.    

Title: Chapter 1: What is Event Planning?

Event planning emphasises each task or activity that an event organiser must complete prior to hosting an extraordinary event. This refers to the comprehensive process of organising an event and overseeing all of its components. Additionally, this encompasses the establishment of a date, the development of an agenda, the identification of speakers, the promotion of the event to a broader audience, and numerous other tasks. 

Starting an event planning business can be an enormous undertaking if one is uncertain of where to begin. The process of event planning can be simplified by collaborating with the appropriate team and investing in the appropriate tools. You will be required to develop an event plan and organise your event planning endeavours accordingly, regardless of whether you are organising a job fair, tradeshow, or conference.

Management of Events Versus Planning of Events

Despite their close relationship, Event Management and Event Planning encompass distinct aspects of event coordination.

the design and logistics that precede the event are the primary focus of event planning. Tasks such as selecting themes, selecting venues, coordinating entertainment, and arranging catering are included. It involves meticulously organising every detail to ensure that the event’s concept is realised, thereby establishing the stage for the event. 

On the other hand, Event Management pertains to the execution and operation of the event itself. It entails the supervision of the event’s efficient operation, the resolution of any incidents that may arise, and the guarantee that all components of the event plan are executed efficiently. While planning involves the development of a blueprint, management involves the implementation of that blueprint and the management of the event’s real-time dynamics.

What is the definition of an event plan?      

In the event that you are new to event management and event planning, the initial step is to create an event plan. Before commencing any work on the ground, an event plan is the place where all the details are resolved.

The process of event planning can involve several distinct steps, and a comprehensive plan can facilitate more efficient navigation. First, compile a comprehensive list of all the tasks you believe are necessary. A list of these tasks should include even the most minute of details. After that, create a chart that delineates the three phases of your event planning:

• Event planning prior to the event
• Things to do on the days of the event
• After-event strategies

Starting to organise your extensive list of tasks into the appropriate stage of your event planning process will now be simplier. This fundamental event plan can deconstruct all tasks, allowing you to concentrate on a single task or stage at a time while still completing everything in a structured manner.

What elements should be incorporated into an event plan?

In order to ensure that no details are overlooked, an event plan must be sufficiently detailed. Nevertheless, it is imperative that the process be both straightforward and prompt for all parties. For those who are uncertain about which components of their event plan should be included or excluded, the following is a fundamental list that serves as a starting point:

• Begin your event planning business by specifying the primary objective of the event. The most critical piece of information that you must consistently retain is this.
• Please provide the names or contact information of all individuals who contributed to the successful execution of your event. This can encompass vendors, company representatives, staff members, sponsors, and so forth.
• The following step is to record the basic details of your event, including the date, venue, and timeline.
• A list of all the roles and responsibilities that you have assigned to individuals can be created to simplify the process for your staff. Make certain that none of your employees are overworked, regardless of whether you are organising an in-person, hybrid, or virtual event. 
• PR and marketing are indispensable elements of event planning. So, ensure that your event plan includes a public relations and marketing strategy.
• A significant amount of the scope of your event can be determined by your budget and insurance. Your event can be significantly larger as your budget or insurance coverage increases. Consequently, your event plan must include a budget plan and insurance details.

What Are the Five Fundamental Principles of Event Planning?

Event planners require a few fundamental abilities to execute an event that is successful. You must adhere to the five C’s of event management, which are concept, coordination, control, culmination, and closeout, regardless of whether you are organising a seminar, conference, or trade show. 

A recipe for an epic event and a seamless event planning process is comprised of these five C’s. Once you have mastered these, you have a high likelihood of organising a memorable and successful event.

premise

Creating an overarching idea or theme is the first and most crucial stage in organising a successful event. Creating a goal before moving forward is essential. Before you decide to host this event, consider your motivations and the benefits you hope to reap. 

Management 

Preparation for the actual event itself starts in the second stage. Managing the project’s logistics and constructing it from the bottom up are both aspects of coordination. In this phase, you can plan the logistical details, such as the location, schedule, entertainment, speaker sessions, etc.

Management

Third, from a high vantage point, you must comprehend and manage the event’s many facets. All the way through the event planning process, organisers will be doing this step. Managing the staff and their duties, controlling the budget, allocating resources, managing time, etc., are all examples of what can be included.

Epiphany 

The culmination is everything that you need to do on the event day. The day of the event can be overwhelming, and if you don’t have a plan it can be total chaos. This is the day that your team has been working so hard for and there’s a lot riding on it. This step of event planning is where communication is the key as it involves handling all the logistics and setting up contingency plans in case anything goes wrong. 

Closeout

The final stages of the event are usually post-event activities. In the closeout stages, event organizers can clear outstanding vendor payments, collect event data, and ask for attendees’ feedback. This stage is about closing up shop and calculating how successful your entire event planning process was. This is the ideal time to nurture the connections you’ve made to improve business or keep attendees engaged enough for future events. In the closeout stages, you can reach out to contacts, repurpose event content and distribute it through other mediums, keep attendees interested through social media community building, etc.  

Chapter 2: How to Plan an Event

Developing a step-by-step plan at the very beginning of your event planning journey can help you sort out everything from the get-go. An event checklist can help you focus on one step at a time so you don’t get lost trying to finish the extended tasks. 

Read on to find all the steps you should add to your event plan and get your hands on a fantastic event planner that makes things easier.

10 Steps for Planning an Event

Starting out, narrowing your event planning steps down to just ten sounds impossible. However, all you need to do is think about the bigger picture and what absolutely needs to be done. Then, you can break these steps down to further individual tasks.

This guide can help you narrow down the ten most basic steps of your event planning process. Let’s start:

1. Set Your Event Goals

Defining the scope of your event can be one of the first main challenges to take on during event planning. If your event goals aren’t clear enough, you can’t plan something great to achieve those goals either. So first and foremost, decide what you want to achieve through your event and then work towards it.

Almost all events have a main goal and they’re then designed in a way to support that aim. Some common examples of event goals can be:

• Launching a new product
• Hiring new resources
• Maximizing attendance
• Educating your audience about a particular industry trend
• Selling a service or a product
• Capturing potential qualified leads
• Fostering a deeper connection with existing clients 
• Networking and building a relationship with your peers
• Increasing brand visibility and awareness.
• Providing a platform for personal and professional growth

2. Create an Event Budget

The next step in event planning, after you have a goal, is to set up event budgeting. If you don’t know how much money you’re allowing yourself to spend on each step of the event planning process, you will more than likely spend excessive amounts. Budgeting is important to set a line for yourself and your staff so you can get the most out of the money spent.

Some of the things that you need to do when setting an event budget are:

• Categorize all your expenses into most and least important so you can make better decisions if money is tight.
• Research vendors and estimate costs before you start.
• Consider hidden costs, any possible surcharges, or other miscellaneous costs.
• Define all your income sources from the event to calculate better ROI.
• Stay as realistic as possible and use the upper limits for all the estimates that you’re putting in on your budgeting sheet.  

The scope and size of your event depend greatly on your event budget. Event budgeting allows you to create a master plan so you can achieve the most with what you have. For example, it can be easier to decide the delivery model of your event, the marketing spend, the number of people you can invite or hire, and more.

3. Choose the Event Type or Delivery Model

Once you have a main event goal and have also set a budget, there will be some level of clarity in what you want to achieve. So, now is the best time to choose how you want to host this event. There are three main event types to choose from:

Virtual events are completely online and have been used as an accessible and convenient way of hosting events for organizations all around the world. Online events are much less expensive compared to traditional in-person events. Moreover, they also reduce carbon footprint, create global access, and reduce many logistical issues.

In-person events are the traditional way of hosting events where attendees have to commute to a physical location to be a part of the event. These events cost more money but offer a much more personal and engaging experience. Moreover, the latest in-person event technology can offer streamlined attendee experiences such as quick check-in and badge printing processes, and onsite networking and engagement.

Hybrid events are the best of both worlds. They combine both in-person and virtual events and offer an experience unlike any other. Some parts of the event can occur online, while some parts can be in-person. This way, global attendees can still get access to the event’s sessions and content while opening up networking opportunities for in-person attendees as well.

4. Build Your Team

Now, you can start creating your dream team for the next steps of event planning. The organizing committee can have a bunch of different members, technical staff, marketers, and even volunteers. The whole team has to work together to build a successful event. 

If your team doesn’t gel well, the event planning process can become equally more difficult for you. So, make sure you pick the best people who have a passion for events. The most resourceful people will work with you to build the event of your dreams. 

Once you have a team, you will also need to define their roles and responsibilities. This is crucial so that no one steps on another person’s toes and everything runs smoothly. Moreover, this is also your chance to delegate the work efficiently so no one is overworked. 

5. Find & Vet Vendors

Whether you’re hosting an in-person, hybrid, or virtual event, you will need a list of different vendors for various event activities. For a virtual event, you need to find event registration and ticketing software, event management software, and a hosting platform. You might also need to find marketing tools and vet all these vendors. 

In-person and hybrid events need the most effort at this stage of event planning because the physical nature of the event demands more services on live days. For example, you will need a catering service, a security company, A/V vendors, etc. 

The vetting process for vendors for any event is crucial to make sure that you pick the right ones. Here are some important tips that you should consider:

• Compare the rates of a few different vendors and collect their portfolios at the very beginning of your search. Then choose the best ones based on their services and charges.
• Read online reviews of all the vendors that you have shortlisted and make an informed decision.
• Keep customer service as a top priority when choosing a service provider.
• A particular vendor might be offering a bunch of services, however, that doesn’t mean they will be the best at all of them. Make sure you pick vendors that are experts for the service that you’re hiring them for.
• Ask all vendors for their registrations and licenses before you sign a contract with them.
• Read and re-read the contract multiple times before signing to make sure all the i’s are dotted and the t’s are crossed.
• If you’re sourcing a vendor through a referral, make sure you do your due diligence.

6. Find Speakers and Sponsors

One of the most important steps of event planning is to find speakers and sponsors for your event. 

Sponsorships are one of the best ways to generate revenue at any event. You can offer sponsors freebies, host a live session with them, or even offer them space for placing logos and branding. This event planning guide will delve deeper into how to find sponsors and how to monetize your event later. 

Speakers can be one of the biggest highlights of the event. Attendees often come to events to listen to an expert speaker or a celebrity keynote. So, finding the right speakers for your event can be crucial for adding more value to your event, boosting attendance, and increasing event engagement. 

7. Create an Event Agenda

Now is the time to start planning the activities for your event and building the agenda. From the first day of the event to the last, your attendees are looking forward to gaining value for their time. So, make sure you have something in store for your audience and aren’t wasting their time.

An agenda can be helpful in creating a good flow for your event and add in a mix of learning, engaging, and fun activities. Here’s how you can create an event agenda for your next event:

1. Figure out the duration of your event. It can be anywhere from a few hours to a few days. This will provide a basic framework for your event agenda.
2. Develop a list of all the most important activities you would like to add to your event. For example, a welcome note, a keynote session, expert panel discussions, breakout rooms, games, lunch breaks, etc. 
3. Now, allocate time for each activity so that you can divide up the day of the event accordingly.
4. Depending on the significance of the activity or session, allocate the prime time spot to them. For example, keynote speaker sessions happen during midday or at the end of each day to get the most traction. 
5. Make sure you’re adding ample breaks in the middle of sessions to give your attendees a much-needed breather. You can separate important sessions with a lunch break or a fun group activity to rejuvenate the audience.
6. Add some breaks in the middle of sessions to make up for delays or sessions running over.

TIP: Set some time to review the agenda one last time to adjust any last-minute changes to the event. You should share the agenda with all the sponsors, exhibitors, speakers, or any other stakeholders at your event well in advance so any discrepancies can be dealt with in time.

8. Create a Marketing Plan

Imagine that you have designed one of the most amazing events with tons of great speaker sessions and informative content. But, you aren’t getting any registrations. No need to fret because a well-developed event marketing plan can fix that for you.

Event marketing is a humongous task in itself, but without it, your event won’t get the attention it deserves. There are a few different ways to market your event, and here are some of the mediums that you can use:

• Email marketing campaigns
• Social media channels like LinkedIn, YouTube, Facebook, etc.
• Event website
• Paid ads on social media and Google
• Influencer marketing
• Content marketing
• SEO

9. Plan Logistics for Live Days

All your efforts boil down to the live event days. This is the most crucial time of the event planning process, and one misstep here can ruin everything you have worked so hard to achieve for months.

So, logistical planning and setting up contingency plans for the main event days are absolutely crucial. You should be prepared for the worst and have a plan B and C in place too. You can’t expect everything to go smoothly but if you’re prepared for it you won’t get blindsided.

For In-Person Events

In-person and hybrid events have a physical venue and involve attendees arriving from different areas to one destination. So, the logistics and planning of the event are most important.

Plan how your speakers and attendees are arriving. This includes arranging transportation, accommodation, and parking spaces. 

You also need to collaborate with vendors and suppliers to make sure they’re at the venue on time, and make sure that the catering is all set. 

Double-check all A/V equipment so there are no surprises during live sessions. Following the event schedule should also be a top priority because time management is a big part of running a successful event. 

You should develop a floor plan so all exhibitors know where they’re supposed to go, especially if the venue is fairly large.

For Virtual & Hybrid Events

Virtual events might not be as daunting as far as live days are concerned. However, there are still some important things that you should do to streamline the event.

Since virtual events are hosted through an online platform, most of the logistical checks you need to do will be technical tests. So, go around the whole platform once and make sure all the links are working, run test sessions for webinars with your guest speakers, and remove any possible bugs. 

To make it an even smoother experience for exhibitors and attendees, you can run training sessions with them in advance. This can be helpful to transition them into the virtual environment especially if they aren’t tech-savvy.

10. Debrief with Post-Event Analytics

Event planning is primarily over once the event is finished, however, that’s not the last step for event coordinators who want to make the most of it. This is the best time to debrief your entire team by collecting and analyzing event data.

Most hybrid and virtual event providers will offer an in-depth event analytics dashboard. These can have event data such as the number of users who logged in, booth visits, webinar views, link clicks, etc. Moreover, you can also collect more data by running post-event audience polls. 

All this data, if analyzed properly, can offer fantastic and actionable insights for event organizers. It is always best practice to consider audience feedback to further improve event experiences for them. 

Bonus: Event Planning Template

Developing an event plan is the most crucial first step for hosting an epic event. Even if you know all that you need to know, creating an actual plan for event planning can take time and effort. Even then, you may miss out on something crucial that could’ve made your event even better.

Use our event planner template to get a head start on your event planning and execution.

Chapter 3: How to Set Up Your Event

Event setup is one of the most crucial parts of your event planning journey. This is where things start to shape up whether you’re an in-person, hybrid, or virtual event. Setting up the event website, figuring out the venue, finding the right vendors, and building a social media presence might be the first few steps you need to take at this point. 

We will talk about virtual, hybrid, and in-person event setup processes in a bit. However, here are a few things you need to do no matter what your event delivery model is.

1. Create an Event Website

Event setup and creation should start with creating an event website where attendees can come to get the latest updates, event information, or other details. You can also create a page for showcasing your event agenda and collecting registrations. 

The event website should focus on creating the right image of your event for your attendees and should match your event’s vibe. So, make sure you pick the right template, use your brand’s logos and colors, and customize the website to create an eye-catching design.

2. Build Social Media Channels

The next thing you need to do is start creating an event page. You can use LinkedIn, Facebook, Twitter, Instagram, or other social media channels to promote your event. Social media channels can be a great way for event promotion as well as creating meaningful connections with your audience.  

Building these social media channels can lay the foundation for building a community around your event as well. You can integrate tools like the PalmFairs LinkedIn community builder and boost attendee engagement. Moreover, you can also run paid ads through these social media outlets once you’re in the marketing stages of your event plan.

3. Create a Ticketing & Registration Process

Next, you will need to set up a ticketing system for your event. Whether your event is free to attend or has a priced ticket, an event ticketing and registration system can allow you to set up a registration page, ticket pricing tiers, print tickets, or check-in attendees at an event. 

One of the first things you’ll need to do is to set up a registration form. An effective registration form will help you get the right information from attendees and then use the data to create an impressive event experience for them. Registration forms for physical ticketing can also include pictures or meal preferences. 

Setting Up a Virtual Event

Now, let’s talk about setting up your virtual event because there are certain things you will need to do differently. First, you need to choose a virtual event platform to host your event (more on this later in this guide). Then, you can start setting up your event for your attendees. 

As the event is completely online, you should think about the complete journey that your attendees will take once they register. This includes logging in, entering the virtual environment, watching the webinars, visiting virtual booths, etc.

Planning and executing a virtual event can be a hands-on experience for many event organizers and this virtual event planner can help you weather the storm and design an epic event.

Virtual Event Features to Consider

You can choose a number of features for your virtual event to add value for attendees, speakers, and exhibitors. You can add an external or internal lobby, an auditorium for sessions, networking features like chat, spatial networking, roundtables, virtual exhibit halls, etc.

Choosing which virtual event features to add to your event depends upon your event type and goals. For instance, a virtual trade show event needs to have an exhibit hall and maybe some e-commerce features and a virtual conference should have an immersive webinar experience, etc.

Some of the top features to consider include:

• Virtual environment (lobby, exhibit hall, auditorium, etc.)
• Webinars or virtual auditoriums
• Networking features (chat, roundtables, spatial networking, etc.)
• Integrations with marketing tools, CRMs, ATS, etc.
• Event gamification tools 
• Accessibility features
• Live and post-event analytics
• Polls and Surveys
• Job board (for hiring events)
• Shopping cart (for trade shows)
• Abstract management features (for conferences)

Setting Up an In-Person Event

Now let’s move on to the things you will need to do to set up an in-person event. The rules are completely different here because nothing is happening online, except the registration process. All your attendees will gather at a physical location, visit physical booths, and watch live presentations. So, the event planning and event management process is also different. 

You will need to source catering and decoration vendors, curate a venue, think about parking and accommodation, set up an A/V and so much more!

Gather the Right In-Person Event Technology

In-person events aren’t the same as pre-pandemic and the latest technological advances have changed how we host them forever. Ticketing, badge printing technologies, event mobile apps, and check-in gear have changed the game for event coordinators. In-person event planning now includes gathering the right event tech to support you through achieving all your goals. 

Here are a few of the most important event tech stacks that you should consider adding to your next in-person event:

1. Check-in Gear

In-person events happen at a physical location and most attendees will need to physically check-in to the event on the day of the event. This could mean long queues or an army of personnel to help them through the gates and check them into their sessions.

However, event organizers can make all of that simpler through check-in gear. The whole process is seamless as all it takes is a simple scan. Moreover, event organizers can capture and retrieve onsite leads through these check-in scans and get more data on attendee behavior and engagement.

2. Badge Printing

Attendees who have registered for an onsite event can scan a unique QR code to print their badges onsite at the time of the event. The scanning is quick and the badge is printed instantly to reduce any lines at the registration desk. In-person events can be a pain to manage, but badge printing and scanning gear can help reduce the load from the team at the front desk!

3. Mobile Event Apps

You can make your in-person event easier to navigate and much more interactive for attendees by including an event mobile app. The mobile app can help attendees take a look at the event agenda for the day and maintain a personal calendar. 

They can see where each booth is located through an interactive floor plan, use the QR code scanner for badge printing, and share their contact cards seamlessly through the app. 

The event mobile app can also be a fantastic way for event organizers to keep their attendees engaged. They can send out push notifications to give out important information or updates to attendees, include gamification tools like a QR scavenger hunt, and allow users to chat with each other through the app.  

Setting Up Hybrid Events

A/V Tools

You need to make sure that both attendees have similar access to event content such as live sessions, booths, etc. A reliable A/V setup and streaming software are thus the most important parts of setting up a hybrid event. You might need to talk to a bunch of different vendors before you make the final call as a lot can ride on it. Reliability and pricing are both equally important.

Networking Features

One of the biggest challenges of hosting a hybrid event is to make sure that virtual and in-person attendees have a chance to connect with each other and feel a part of the same event. Therefore, adding some networking features that bridge the gap between both types of attendees is important. You can add networking lounges or allow in-person and online attendees to chat with each other through a mobile app, etc.

Bonus: Add Web Accessibility Features

When you’re setting up a hybrid or virtual event, you should consider adding web accessibility features to make your event more inclusive for all audiences. There can be many attendees who have been diagnosed with visual or hearing impairment, ADHD, or other ailments. You don’t want to miss out on making the event accessible for all of these audience members as well. 

What Are Web Accessibility Features?

Accessibility features are additional enhancements that you can make to your event platform that allow attendees with disabilities or ailments to still be able to participate fully. 

Some of the features that you can include for advanced web accessibility are:

• Screen Reader
• Text Magnifier
• Video Transcription
• Subtitles 
• Multilingual Support
• Image Alt Attributes
• Keyboard Navigation

Here is a complete guide to hosting accessible events that can help you choose the right features to add to your virtual or hybrid event.

Chapter 4: Event Management Platforms

Event planning and management is much easier with an event management platform and tools to help you along the way. Most of the tasks on your event planning list will be easily doable if you choose an end-to-end event management platform. 

These platforms can help you from the first day of your event planning process to the curtain call. Some will even include features for post-event debriefing to recap what went well or could be improved.

Event management platforms should be able to help organizers manage every aspect of their event. This includes event planning, setting up, marketing, monetization, and post-event feedback collection. However, there are so many different options, and choosing an event management platform that suits your needs can be the point of difference between an epic and unsuccessful event.

How to Choose an Event Management Platform

Before choosing an event management platform, there are a certain number of things that you should consider. The platform should be able to meet all your requirements and help you achieve your event goals. If you’re not sure what criteria you should look into, here are a few important considerations:

1. Evaluate the Features

When you have your event goals in mind, you need to judge if the platform you have shortlisted has all those event planning capabilities. You shouldn’t choose a platform that lacks some of the most vital features required for running a successful event. Otherwise, you may have to switch between a few different event planning tools to achieve the same result. 

Some absolute must-have features for an event management platform are:

• Event registration and ticketing
• Agenda management
• Attendee management
• Marketing features
• Event analytics and reporting
• Onsite support

2. Focus on Customization Capabilities

Most events will need a customizable event management platform to help them achieve what they want. Event organizers don’t want to be stuck with a platform that isn’t capable of transforming according to their needs. There can be a huge difference between customization and configuration, and most platforms in the market only offer limited customization capabilities. 

3. Consider User Friendliness

You should be prepared that not all of your attendees or staff members are going to be super tech-savvy. So, it is pertinent to choose an event management and event planning tool that is convenient and easy to use for everyone. You don’t want to end up spending half of your time conducting training sessions or demos. 

4. Opt for a Mobile-Friendly Platform

In order to make your event easy to access and convenient to attend for everyone, you should consider choosing a mobile-friendly platform. This could mean adding a powerful mobile event app to your event experience or simply making sure that the sessions or other features are also accessible via a mobile browser.

5. Look for Integration Capabilities

The event management platform that you choose should be able to integrate with other popular tools and software that you already use as an event organizer. Some important integrations could include CRMs like Hubspot, ATS software like BambooHR, or email marketing tools like MailChimp, etc. Integrations can smoothen the planning process and you can directly transfer the data from the event planning software to these tools.       

6. Consider the Price Point

It goes without saying that your event planning steps should always keep in mind the budget that you’re working with. Therefore, instead of spending more money on features that you don’t even need, you should always consider the option that serves the best value for your money. Most event planning platforms can customize a plan for you that suits your event goals and also fits your budget. 

7. Make Customer Service a Priority

Choose an event planning platform that puts customers first and will make sure all your needs are met. Customer service is often ignored but can be the biggest point of difference for you. Whenever you’re choosing a platform, read reviews from customers on third-party and impartial websites like G2 and Capterra to make an informed decision.

8. Look for Robust Reporting Features

Event organizers can often understate the importance of event analytics and attendee data. You can get a lot of answers if you focus on what your attendees liked or disliked. Audience behavior during the event and post-event feedback data can offer quantitative and actionable insights to further improve your event. Therefore, an event management platform that offers detailed reporting and analytics should be a key priority to debrief after the event is over. 

9. Leverage AI Capabilities

No software or tool is complete without additional AI-powered integrations. AI can help event organizers during most event planning steps and should be something you’re looking for. For example, PalmFairs offers a powerful AI Marketing Assistant that can help you write copy for marketing campaigns, social media, press releases, and landing pages within a few minutes.

10. Monetization & Sponsorship Opportunities

Most events have an ROI or revenue goal that they want to achieve and sponsorships can be a great way to do that. Your event management and hosting platform should be able to offer ample sponsorship opportunities so you can monetize some aspects of your event. This could be the ability to create custom branding for booths or lobbies, host sponsored content, provide marketing real estate to your sponsors, etc.

11. Consider Platform Scalability

Your event could have 100 attendees or 10,000, and the platform you choose should be able to handle both scenarios seamlessly. You could be hosting events of varying sizes and the event planning and management platform should be able to scale with you without sacrificing on quality. 

You can streamline event planning by choosing an event management platform that offers all-in-one features. This reduces the need to hop on to various different event planning tools or manage talks with multiple vendors simultaneously. It is your best bet as you can save time and hassle and streamline all your workflows. An all-in-one event management platform can help you direct all stakeholders to one platform and minimize the event planning chaos.  

Choosing an Event Management Platform When Planning an Event

We can help you narrow down your search by naming the top event management platforms in the market along with their pros and cons. Full disclosure that this isn’t an exhaustive list and you should vet your options according to your specific needs.

Make sure to first fully understand what you are looking for in an event planning solution and only select platforms that will fulfill your event goals. Always read up on all G2 and Capterra reviews for the event management solutions you are considering. 

There is a lot of information there and you can easily find the right solution for your company and event. You can inquire from peers within the industry for referrals. But most importantly, once you have shortlisted some options, book a demo to get clarity on what the solution offers.

Tip: Even if you have a clear idea of what your event goals are and what you’re looking for in an event planning platform, there can still be a bunch of options to choose from. Read our best event management platforms guide to weigh the pros and cons and choose the best option for yourself. 

Chapter 5: How to Market Your Event Like a Pro

Effective event marketing is crucial if you want to get the word out about your event. You may have created the best list for easy event planning but if you don’t nail all your marketing efforts it could all go in vain. The event management platform that you choose could also help you in creating marketing campaigns that attract more attendees. 

There are so many things that you can do while planning an event to boost your marketing efforts and create a buzz around your event. Here are a few important steps to take when you’re just starting out. 

1. Build an Event Landing Page

One of the very first things that you need to do is to develop a landing page for your event. This is where your attendees will come to get information about your event, see the agenda, and register for it. You should make sure that the landing page speaks for your event with a brilliant design and feel because it can be the first impression for most potential attendees. 

If the landing page doesn’t tell them what the event will be like, you’re likely looking at a massive bounce rate and low registrations. To build a high-converting landing page, focus on visuals as well as the page copy. Spend some time researching and creating a page that compels visitors to register. 

2. Create Marketing Collateral & Distribution Channels

Now is the time to start building out your marketing armor. This includes everything from the landing page content, social media posts, event videos, press releases, etc. Creating marketing collateral was a time-taking ordeal for many event organizers. However, you can now use AI-powered marketing tools to create content in minutes.

All the marketing collateral you create will need the right distribution channels or it won’t make any difference. The ideal distribution channels for your marketing efforts can be:

• An event website
• Press release wire distribution channels
• Social media websites
• Paid ads
• Email distribution lists
• Physical distribution such as event standees, brochures, banners, etc.
• Event listing marketplaces such as PalmFairs Discover
• Third-party marketing websites like EventBrite, etc.

3. Find Sponsored Partnerships

One of the greatest ways to boost event ROI is through sponsorships, but these partnerships can also help you get more people to see your content. There is still a lot of unrealised potential in promoting your event through your exhibitors and sponsors. If you want more people to see your content and participate in your event, you can ask them to share it with their audiences.

In addition, having sponsored events, like a live session or networking event, at your event can increase attendance. To put it simply, the more buzz there is about your event, the more likely it is that more people will show up.

So, make sure you encourage your event’s sponsors and exhibitors to spread the word about your gathering to their own networks. Doing so can increase the volume of your message and its impact.

4. Investigate Power Brokers

Social media influencers can significantly affect the number of people who show up to your event. Despite the fact that influencer marketing has the potential to be a game-changer for event organisers, many still prefer other channels. But getting the correct influencers to your event is the most important thing.

If your conference is all about health and wellness, for instance, you should target only influential people in that field. Their audience is highly targeted and interested in what you have to offer, and they can help promote your event to that demographic. 

If you’re not familiar with event marketing, you may feel overwhelmed and unsure of how to begin. Read our event marketing guide for the lowdown on everything you need to know to put together a winning strategy for advertising your big day.

Making Money at Your Event (Chapter6)

When you plan an event, you should also think about how you can monetize it. There are a variety of ways to generate revenue from events, including but not limited to selling tickets. This event planning manual will assist you in establishing a number of additional revenue streams in your capacity as an event planner.

1. Secure the Support of Sponsors

Finding the right sponsors should be an integral aspect of any event’s planning process because they can increase revenue. Sponsorship opportunities can be created by event organisers in a variety of tiers, with special discounts and services offered to organisations that secure these spots.

The features and price points offered by each tier can vary. Sponsors can increase the exposure their brand receives by participating to a greater extent. 

These are some suggestions to help you come up with more compelling sponsorship offers if you’re stuck for ideas. 

To make sure that sponsors have enough space in a virtual event, the lobby designs can be fully customised. For real-life locations, you can accomplish the same by erecting banners, posters, standees, etc.

Sponsor logos can be printed on materials such as attendee badges. 

During the event, you can also provide sponsored activities. Consider a webinar or a treasure hunt as examples.

A branded booth can be set up at your event at no cost to sponsors, allowing them to connect with attendees and generate leads.

In addition, there is a cap on the amount of complimentary tickets they can receive.

After the event is over, sponsors may be able to take advantage of discounts or services offered by your organisation.

2. Collect Vendors

You don’t need to plan an exhibition in advance for it to work at almost any kind of event. The flexibility and scalability of online event platforms like PalmFairs make it easy to incorporate virtual exhibit halls into any event. Because it is not possible to add a second hall at the last minute, this requirement should be considered while organising the event. A location with extra space for an exhibition may be necessary, though, if your event is to be held in person or is hybrid in nature.

Because every exhibitor has to pay to be a part of your event, it can be an investment that pays off in the end. More exhibitors will be eager to show off their wares if you generate more interest in your event. Create a sense of fear of missing out (FOMO) among your event’s exhibitors by using attendee numbers and measurable levels of engagement from previous years. 

Space for the exhibition is merely the principal expense. You can charge more for larger spaces. In addition, each exhibitor booth will incur additional charges for any additional customisations. Additional furniture, such as tables, chairs, and standees, can be rented out to exhibitors at physical venues. 

3. Ticketing with Grades 

The most blatant approach to monetizing an event might be to have registrants pay for tickets. Things can get complicated, though, if you’re organising an event with the goal of making it accessible to everyone. Here is where the concept of tiered pricing can be implemented.

The majority of your guests can still enter your event with a pass that costs either nothing or a small fee. On the other hand, with tiered pricing, you can charge more to prospective clients who are ready to pay more for additional services. You can get a better seat, a meal box, refreshments, parking, extra content, lodging, and more with more expensive tickets.

4. Offer a Master Pass

A full-access pass is available for purchase at certain events in addition to the tiered ticketing options. Additional VIP perks that are available to a small number of guests may be part of this. While you’re organising the event, consider what amenities you would like to reserve for those who have purchased an all-access pass. This might work wonderfully for parties that attract famous people. Consider it like an invitation to a concert’s backstage area. You can charge a premium for the opportunity to meet those celebrities by offering a full access pass to the event. 

5. Make Money by Advertising Your Venue

Marketers are continuously seeking additional real estate to display their advertisements. You can rent out space for advertisements to businesses and ad agencies whether your event is entirely virtual or takes place in person. Everybody wins if the people who show up are exactly who they were hoping to see. During the event planning process, you should identify potential high-traffic areas and allocate real estate for advertising. 

Advertising agencies can be contacted and arrangements can be made for the rental of ad space. But you should also be careful with advertisements, since they can utterly detract from the experience that your attendees have at the event. You get to decide how big or small the ad space is; it could be a single brochure or standee or it could be a whole billboard. Advertisements should not be forced upon attendees, so it is important to think of creative ways to position them during event planning.

Chapter 7: Easy Ways to Plan a Great Event

Even with a thousand checklists, event planning can still be challenging. Being organised is essential, but mistakes are inevitable because we are human. So, instead of worrying about everything that needs doing, make a strategy and follow it. Having backup plans and contingency strategies can help you handle last-minute changes as well.

Advice for Organising Virtual Events

Design a Form for Event Organisation

Include every step of the process, from the first rehearsal to the last bow, in your event planning spreadsheet. The inability to observe a tangible effect is one of the most frustrating aspects of producing an event exclusively for online viewers. Because of this, you may find it challenging to put yourself in the attendee’s shoes and may even become distracted. For this reason, it is a good idea to use an event planning sheet and an event checklist template to keep yourself organised and guarantee that the event is one that everyone will remember.

Put Your Energy Into Making Absorbing Experiences

If the event planners haven’t thought about the attendees’ experience thoroughly, virtual events and online activities might be successful or unsuccessful. Your primary goal should be to make the event an unforgettable experience for your guests. Discuss potential ways to keep guests interested with your team while you plan the event. Incorporating more quizzes, networking events, and other gamification elements can keep everyone engaged.

Disconnect from the Pandemic

One of the main reasons virtual events are currently so popular is because event planning and management were a complete disaster during the pandemic. Even though the pandemic has passed, there appears to be a continued interest in participating in online gatherings. 

Also, event planners should put the pandemic in the past and consider virtual events as a potential solution, not the only one. In a virtual event, organisers can make attendees aware of and take advantage of features that go beyond the pandemic.

Keep an ear to the ground.

Making an emotional connection with your virtual audience isn’t always easy, but it’s often crucial to the success of your event. To find out what your attendees are most interested in, you can look at the webinars or booths that have had the most views. Webinar ratings, feedback surveys, and other similar tools should also be included for gathering feedback. 

Pros and Cons of Organising Face-to-Face Gatherings

Anticipate the Worst

Your painstaking event planning has left you hoping for the best, but you must also be ready for the worst. While this is true regardless of the type of event, it may be especially challenging to resolve issues during live events. As a result, you should always be prepared with a backup plan and consider all potential solutions early on in the event planning process. The key to turning a total catastrophe into a little setback is to think quickly on your feet and come up with creative solutions.

Find the Perfect Location

When planning an in-person event, finding a suitable venue is crucial. Choose the perfect location by giving careful thought to every detail. While selecting a venue, it is crucial to think about a number of factors, including the location, the amount of space you need, the number of rooms and parking spots, and the budget.

Make the Most of Technology for In-Person Events

Global event hosting has undergone a sea change, propelled by innovations in in-person event technology. Researching cutting-edge technological options should be a top priority for anyone organising an event. An event mobile app or a simple badge scanning app for the check-in counter can do wonders for the experience of the attendees. Technology can also help your staff out by reducing their workload and making event planning easier.

Hybrid Event Planning Advice

Unite All Genres of Viewers

Bridging the gap between online and in-person attendees is one of the biggest challenges in event planning and hosting. You should guarantee that both groups have comparable experiences and feel like they are a part of the same event. 

Make it possible for the two audiences to interact with each other through the inclusion of networking features. Another way to make things more harmonious is to use gamification that is accessible to both online and in-person attendees.

Bring Your Event Technology Suite Together

Planning a hybrid event, which requires attention to both online and in-person details, can be a lot to handle. As a result, your event management platform should be able to communicate with the technology stack you currently employ. For a seamless event planning and management experience, this can involve marketing tools, customer relationship management systems, or applicant tracking systems.

Final Thoughts for Event Planners in Chapter 8

After an event has concluded, the majority of planners would think their work is over. However, I fear this is going to be a disastrous decision!

Failure to conduct post-event analytics and debriefing in the immediate aftermath of the event is a major oversight. While the information is still current, you will be able to draw more accurate conclusions from the comments and experiences. To help you plan for what to do after the event, here are a few helpful hints.

1. Collect Feedback from Attendees

You can stay on top of things by getting feedback from attendees while the event is happening. On the other hand, gathering feedback after the event could be a significantly more crucial aspect of event management. This can provide you with far more specific information about how the event went for each participant and what they thought of it.

You should include post-event polls and surveys for feedback in your event planning checklist. You risk missing out if you don’t make preparations ahead of time.

2. Explore Event Analytics in More Depth

Team meetings held after an event can benefit greatly from the actionable insights provided by live event analytics. When you and your team are organising an event in the future, these can serve as a foundation. Attendees will benefit from a more in-depth understanding that you can achieve through extensive analysis of these analytics.

Now that you have all this information, you can utilise it to set up future events when you’re planning them. There is no substitute for first-hand knowledge of your target demographic, and a data-driven strategy is your best bet for doing so. To make your next event even better, you can pick and choose what to include and what to leave out.

3. Establish a Robust Group of People

It is important to establish a community around event planning and hosting if you do it frequently. Anyone from current stakeholders to potential new attendees, speakers, sponsors, or event organisers can fall into this category. You may have lost a potential follower when they depart from your event without establishing a connection with an organiser or following your social media accounts. 

As a result, get to know your guests on a more intimate level and include them in a larger community so they can bond. Please do not let your guests go! Get people to do one of three things: follow your event page for updates, drop off their business cards, or join a Facebook group. 

Pull Off Unforgettable Events with the Help of Platforms for Planning and Management

No one is having as much trouble as you are trying to figure out how to organise and carry out an event flawlessly. Being well-organized is crucial throughout the entire event planning process, as it is a massive undertaking. We have addressed some important questions regarding event planning and the use of event technology. A brief synopsis of our conversation is as follows:

• Start off on the right foot by using our event planner template and this helpful planning guide. Invest in an all-inclusive platform for event management if you want your event to be well-planned and executed. 
• Facilitate online and in-person registration and ticketing. Make use of a mobile app to speed up procedures like check-in and event navigation, and provide an event dashboard to manage all aspects of your event. 
• You should prioritise finding a platform with first-rate customer service that will be there for you every step of the way. 

Schedule a demo with us if you’re interested in seeing how our event management solution operates.

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