Planning a large-scale event can be like trying to solve a Rubik’s cube: challenging and nerve-wracking at times but rewarding once complete. From corporate galas and weddings to trade shows and music festivals, the key to success is meticulous, large scale event planning.
If you’re wondering how to plan a large event without having a meltdown, don’t fret: we will break this task into manageable steps while having some fun along the way!
1. Start with the why (Because Just ‘Holding an Event’ Isn’t Enough of an Agenda)
Before booking a venue or DJ and panic-searching ‘how to host a large event without chaos’, take a deep breath. Asking yourself questions first is an essential step before planning anything else. Consider:
- What is the purpose of this event?
- Who is the target audience?
- What outcome do you want?
For example, at a corporate conference, your goal might include networking and knowledge transfer; at a charity fundraiser, do you need an engaging mission statement and plan that persuades donors to donate generously (without pestering them with collection baskets!)?
2. Assemble Your Dream Team (Or at Least People Who Show Up on Time)
Large events require team effort for successful planning—unless you have a clone, which, if true, please share your secret. For us mere mortals, having strong teams to rely on is essential.
Here’s who you will need:
- Event Manager: An accomplished leader responsible for overseeing everything and keeping everyone on task.
- Logistics Coordinator: Someone responsible for venue setup, transportation arrangements and scheduling arrangements.
- Marketing & Promotions Lead: Someone experienced with social media campaigns, press releases, writing and building hype surrounding an event or conference.
- Sponsorship Coordinator: You need someone who can persuade companies to support your event with funding.
- Guest Experience Manager: Focuses on making sure attendees actually enjoy themselves.
Choose wisely, preferably people who can handle stress without crying (too often).
3. Budget Like a Pro (Or Risk Selling a Kidney Later)
Budgeting is where it all becomes real. A large-scale event can quickly become costly, and unless you have unlimited funds, you must allocate wisely.
Your budget should cover:
- Venue rental
- Catering and beverages
- Entertainment/speakers
- Marketing and promotions
- AV equipment
- Security and permits
- Swag, giveaways, or gift bags
- A ‘Whoops’ fund (just in case anything unexpected arises).
Be honest when crunching numbers, and always allow an additional 10-15% cushion to cover unexpected expenses. If any surplus funds appear, congratulations! You could either use them to upgrade the event itself or simply just revel in your financial genius.
4. Choose the Right Venue (Hint: Your Backyard Probably Won’t Cut It)
Location sets the stage for any successful event, and it should reflect this fact. Take these considerations into account:
- Capacity: Will all guests fit, or will guests feel cramped like sardines?
- Location: Is the facility accessible with parking available or will people need GPS and faith to find it?
- Amenities: Does the venue feature built-in AV, WiFi connectivity, and catering options?
- Ambiance: Will the space delight guests or look like an average high school cafeteria?
For those in St. Louis looking for top-tier venues with breathtaking city views and top-of-the-line amenities suited for corporate and social events alike, Vue 17 provides everything you need while boasting luxury amenities to make events truly remarkable. Check us out now!
5. Nail the Logistics (Because ‘Winging It’ Only Works in Movies)
When planning a big event, logistics are the unglamorous but essential component. If these are not done correctly, you will have guests who are lost, a keynote speaker who is not there, and cold food that should have been hot.
Things to lock down:
- How will attendees check in and register? Will they use name badges, QR codes, or an honor system?
- Where will people line up, enter, and exit without creating a commotion?
- Management of food and beverages: Long lines at the buffet are disliked by all.
- Emergency plan: Prepare for the worst (power outages, medical problems, etc.) while hoping for the best.
Even if the universe decides to try your patience, make sure everyone is aware of what is happening, when, and where by creating a thorough run-of-show document.
6. Market Like Your Event Depends on It (Because It Does)
If an event happens in a forest and nobody hears about it, does it even exist? For any event to succeed and draw attendees in, marketing strategies must be in place. Without strong promotion, people won’t come.
Utilize various marketing tactics:
- Social Media ads (Facebook, Instagram, and LinkedIn)
- Email campaigns to prevent the ‘we forgot’ excuse
- Press releases for larger events that make headlines, Partnerships (using influencers or sponsors to help spread the message about an upcoming event)
Make the messaging exciting: “Join us for an incredible night” works better than “Event on date X. Be there”.
7. Engage Your Attendees
A well-planned event means keeping attendees entertained, engaged, and awake. Here are a few strategies:
- Book engaging speakers (avoiding monotone presenters is essential)
- Implement interactive elements like games and Q&As as networking activities
- Develop good entertainment (music performances or anything other than PowerPoints) into your event planning process.
If people leave thinking, “Wow, that was actually fun,” your event has succeeded.
8. Have a Post-Event Plan (Your Job Isn’t Over Yet)
Once the confetti settles, don’t just vanish into thin air.
Follow up with attendees:
- Send thank-you emails (or at the very least an “I appreciate your…” message).
- Collect feedback surveys so you can do even better next time
- Post event highlights on social media (for those who missed it and now have FOMO).
Examining what works and doesn’t can make your next large-scale event planning experience smoother.
Final Thoughts
Planning large-scale events is no simple undertaking, but with careful preparation, an awesome team, and plenty of patience, you can ensure a truly remarkable event experience for attendees.
Vue17 in St. Louis offers you everything you’re searching for when it comes to a venue for events that makes an impactful statement. Come check us out today!
Now go forth and plan like an expert! And should things turn sour, just remember: at least it will make for an interesting story later.
