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How To Plan A Successful Event

Anyone planning an event wants it to be a success, but sometimes they don’t realize what it takes to actually plan a great event. It’s more than just managing what happens on the day of the event. There’s a lot that must happen well in advance in order for your event to truly be a success. You’ll need to consider marketing, selection of a venue, logistics, entertainment and possibly speakers if you’re planning a professional event. Perhaps most important is determining the budget for you event, because this will dictate many of the other components. 

Once you have established a budget, then you’ll probably want to pick the date. If it’s an annual event, then you should have an approximate timeframe and the actual date can be decided based on the availability of your desired venue. The prices for some venues fluctuate based on the season, which is why it’s good to be flexible – it could save you a significant amount of money. If you are unsure of whether there are price fluctuations, you can ask the venue contact if there is a possibility for savings during specific months of the year or days of the week. The more flexible you are with the date, the more money you can save. But don’t put all of your eggs into one basket, be sure to have several venues from which to choose in order to get the best price. You should also have several potential date options identified in advance. 

Once you have identified possible venues, it’s a good idea to conduct research to make sure you’re making the right choice. Whether you want a private event venue Queens Village NY or a more public location, you should check out the reviews before actually visiting the property. A quick online search might save you time and money, especially if all of the reviews are poor. If you are planning an event that requires an overnight stay, then you’ll need to make sure you consider travel time when scheduling all aspects of the event. For example, hotel check-in and check-out times can have a bearing on whether your guests can participate in event activities. 

If your event spans across more than one day, then you will certainly want to negotiate special pricing for your guests. Typically, the more guests you have the greater chance there is of negotiating a deeper discount for hotel rooms. When negotiating room rates, you’ll need to have an accurate accounting of your expected number of guests and you’ll need to communicate all of the logistics to guests in advance. 

Another important aspect of planning a successful event is marketing. Even though electronic event announcements are popular, you may need to mail announcements if your event is more formal or for a professional organization. Which of course means you’ll need to create a comprehensive list of event attendees that does not mistakenly leave anyone important. You might also consider sponsors and exhibitors in order to mitigate the cost of a professional event or conference.

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