What To Consider When Organising An Event – The Ultimate Guide

May 06, 2022 – Rory Forder

An event is a big occasion for most people. We dedicate time to and anticipate attending. With events being such an important occasion for many, it is important to know what to consider when organising an event. Today we’ll go over these exact aspects, so you can blow your attendees away with your event!

Let’s get started!

  1. What is your Event type?

This is the most important factor to consider when organising an event.

It’s 2022 and events now come in many forms. These forms are live, virtual, and hybrid. Here are brief summaries of each of these event types:

  • Live events: Events that take place in person, with an in-person audience and speakers.
  • Virtual events: Events that take place online. The audience and participants are in remote locations.
  • Hybrid events: Events that take place at a live venue/studio and feature a virtual aspect e.g. a remote audience or remote speakers.

Each event type has their own set of benefits, click here to find out more about them.

2. What is your Event theme?

Here is a list of themes your event may take:

  • Corporate Event
  • Product Launch Event
  • Sustainable Events
  • Award Ceremonies
  • Festivals
  • Sports Events
  • Party Events
  • Educational Events

Your event theme must coincide with the purpose of your event. For example, an event about the importance of paperclips (may) not work well as a party event.

If you’re planning to use a professional event organiser, identifying your event theme will help them to craft the event to your requirements.

3. What is your Budget?

Your budget is the foundation for the event you want to organise. It will dictate the quality of the experience you are looking to create.

Sure, it’s possible to create a high-quality event on a shoestring budget.

But having a larger budget gives you the ability to choose a venue, speakers, and much more which reflect the tone and aesthetic you want to create.

By hosting a high-quality event, you are justified in charging extra on ticket prices for attendees.

Therefore, a higher budget brings with it opportunities to make higher profits on your event, if profits are what you’re looking for.

4. Where is your Event happening?

Is your event virtual, hybrid, or live?

  • Live, do you have a venue in place?
  • Virtual, do you have a virtual event platform in place?
  • Hybrid, do you have a venue, AND a virtual event platform in place?

This is where working with an experienced event management company comes in handy.

They will have knowledge of venues, platforms, and decorations which will be best suited for your event.

Here at Giggabox, we help our clients deliver the best event possible. Click here to check out our work!

5. When is your Event happening?

Identifying the time and date of your event as soon as possible allows you to benefit in many ways.

The sooner you have the date of your event, the sooner you can start giving it to the speakers and attendees of the event.

This is perfect for building anticipation for the event for those involved and attending.

By deciding on a date sooner, you can also expect to draw in more attendees as you have more time to market your event. Click here to find out how to market your event.

6. What content will you include in your Event?

Are you including presentations? Speakers? Networking breaks?

Whatever it is you’re including in your event, should be compiled into an event schedule.

With this, you will have the exact ordering of your event so it runs without a hitch. This gives you the peace of mind that your event is happening in the way you want it to.

7. Have you arranged with suppliers what you want?

When it comes to decorations, food supply, or external production, you need to have arrangements in place with suppliers.

It is your job to find out if the suppliers you want can operate at the time you need.

Again, the sooner you arrange for this, the less you will have to worry about at a later stage.

8. Have you arranged sponsorships?

If this is your first event, you may not know the impact a good sponsorship deal can have on your event.

Sponsors can provide aid in the form of finances or supply in return for advertisement during the event.

For example, aid from a sponsorship with a drinks company could be in the form of drinks supply.

Therefore, it is crucial to arrange a sponsorship deal which benefits your event as much as possible.

9. Do you have a marketing strategy for your Event?

A good marketing strategy for your event is crucial! If you don’t have one in place, then you’re missing out on awareness of your event and potential attendees.

Your marketing strategy should encompass both digital and in person elements.

Digital marketing will be incorporated into strategy by an experienced event organiser.

Effective marketing will bring your ticket to the eyes of potential attendees. And then encourage them to follow through with a purchase.

What to consider when organising an event comes down to many things. This comes down to budgeting, scheduling, and marketing amongst many other aspects. However, once you have a clear strategy for your events, you can begin to see positive figures when it comes to attendee numbers and enjoyment.

Here at Giggabox, we organise events for our clients with a strategy that delivers consistent success. Click here to find out how we can deliver your event!