Event Considerations

Organising an event is a bit like orchestrating a symphony where every detail harmonises to create a memorable experience. From selecting the perfect venue that aligns with the event's theme and logistical needs, to meticulously planning operations, marketing strategies, and incorporating cutting-edge technology - each decision shapes the event's success. Drawing inspiration from renowned festivals and transformative experiences, this guide explores the pivotal considerations that turn concepts into reality. Whether you're planning a conference, festival, or corporate gathering, mastering these essential elements ensures not just a seamless execution, but an event that leaves a lasting impression. Here are some things to consider when planning your next event.

Venue Selection

Choose a suitable venue that aligns with your event's theme, size, format, and location preferences. Consider factors such as capacity, layout, accessibility, amenities, parking, and ambience.

Popular and successful festivals like Burning Man (US), Modem (Croatia), and Tomorrowland (Belgium) utilise the power of venue selection to their advantage, setting up stages in a unique environment where visitors are transported and immersed in a new world of their creation to experience awe and wonder.

Logistics and Operations

Planning and coordination of logistics and operations. This includes scheduling, timelines, staffing, bump in and bump out, registration, ticketing, transportation, audiovisual equipment, signage and security.

In preparation event planners also look into identifying potential risks and develop contingency plans to mitigate them. This includes preparing for emergencies such as medical incidents, severe weather, power outages, security breaches, or logistical challenges. Develop a crisis communication plan to address unforeseen incidents or emergencies that may arise during the event. Establish protocols for communication with attendees, staff, vendors, media, and authorities in the event of an emergency.

Netflix has captured the implications of poor event planning through their docuseries' on Woodstock '99 (Trainwreck) and Fyre Festival (Fyre). Poor planning in logistics and operations left patrons of these festivals worse off and at risk of health and safety issues.

Marketing and Promotion

Develop a comprehensive marketing and promotion strategy to generate awareness, attract attendees, and drive ticket sales or registrations. Utilise various channels such as social media, email marketing, advertising, press releases, partnerships, and word-of-mouth. Creating a cohesive and visually appealing brand identity for your event is essential in developing a successful marketing strategy.

Coachella (US) and Burning Man (US) are prime examples of a comprehensive marketing strategy with the festivals themselves influencing trends in fashion and in social media. The use of high profile celebrities and consistent branding provides their audience with a clear understanding of who they are and what they represent. Their messaging invites their desired audience and drives the desire to join the community they have created.

Technology and Innovation

Incorporation of technology and innovation enhances the event experience. This could include event management software, mobile apps, interactive displays, live streaming, virtual reality (VR), augmented reality (AR), and audience engagement tools.

The recent launch of ABBA Voyage in London is a fantastic example of showcasing technology and innovation in the event industry. A completely customised concert stadium built to accomodate holographic performances of the band members as they were when they first came to our stages. This has gained great interest in the public with the intention to run the event indefinitely.

Accessibility

Ensure that your event venue and facilities are accessible to all attendees, including those with disabilities. Provide accommodations such as wheelchair ramps, accessible seating, captioning services, and interpretation services as needed. The event industry aims to foster a diverse and inclusive environment where all attendees feel welcome, respected, and represented. This can be done by promoting diversity in speakers, panelists, performers, and content to reflect the diversity of your audience and industry.

1960 was the year we first saw the Paralympics with 400 athletes competing from 23 different countries, 64 years after the first international Olympic games set in Athens. Fast forward to 2020 at the Tokyo Paralympics where 4520 athletes competed from 163 different countries. In the same time it took us to give people with disabilities a spotlight to showcase their abilities, their numbers have increased by over tenfold. By building for, and increasing the visibility of diverse people we allow all members of the community to feel welcomed and valued as equal.

Sustainability

Incorporate sustainable practices into your event design and execution to minimise environmental and human impact. This may include innovations in design that decrease emissions, minimise waste and increase recycling and composting, or improve health and safety of event staff and participants. Strive to make more informed sourcing decisions that utilise materials with lower environmental impact and that work with local, ethical vendors.

Follow-Up and Engagement:

Plan post-event follow-up activities to maintain engagement and relationships with attendees. This could include sending thank-you emails, sharing post-event content, conducting surveys, hosting networking events, and nurturing leads or connections made during the event.