10 Things You Didn't Know About Planning Your Event
Sarah Johnson
Senior Event Planner
Planning an event can be both exciting and overwhelming. Whether you're organizing a corporate conference, a wedding, or a birthday party, there are always new things to learn that can make the process smoother and more successful. Here are 10 things you might not know about event planning that could make all the difference:
1. Venue Selection Goes Beyond Aesthetics
While a beautiful venue is important, successful event planners know that logistics are king. Consider these often-overlooked factors:
- Load-in and load-out times and accessibility
- Noise restrictions and curfews
- Parking and transportation options
- Power capacity and outlet locations
- Wi-Fi strength and bandwidth
2. The 60-40 Rule for Food and Beverage
Order 60% of your food for the first hour and 40% for the remaining time. This accounts for the initial rush while preventing waste. Also, consider dietary restrictions - aim for at least 10-15% of meals to accommodate common restrictions.
3. The Power of Strategic Timing
Mid-week events often have better attendance than Monday or Friday events. The sweet spot is typically Wednesday or Thursday. For multi-day events, start in the afternoon on day one to allow for travel time.
4. The 10-Minute Buffer Rule
For every hour of your event schedule, build in a 10-minute buffer. This accounts for the inevitable delays and keeps your event running smoothly without the stress of running behind.
5. The Lighting Makes or Breaks the Mood
Lighting affects everything from photography to attendee energy levels. Consider these lighting tips:
- Use warm lighting for networking and social events
- Brighter, cooler lighting for educational sessions
- Accent lighting to highlight key areas
- Always do a lighting walkthrough at the same time as your event
6. The 3-Second First Impression
Attendees form their first impression of your event within three seconds of arrival. Make those seconds count with a well-designed registration area, clear signage, and friendly staff.
7. The Hidden Costs of "Free" Venues
That free venue might end up costing more than a paid one when you factor in additional rentals, staffing, and other hidden costs. Always get a detailed breakdown of what's included before committing.
8. The 5:1 Attendee-to-Staff Ratio
For optimal attendee experience, aim for one staff member for every five attendees. This ensures there's always someone available to assist without making the event feel overstaffed.
9. The 24-Hour Rule for Follow-Up
Send thank-you notes and surveys within 24 hours while the event is still fresh in attendees' minds. This significantly increases response rates and positive engagement.
10. The Secret Ingredient: Contingency Planning
Always have a Plan B (and C) for every critical element of your event. The most successful event planners aren't those who never face problems - they're the ones who're prepared when problems arise.
Remember, successful event planning is all about the details. By keeping these often-overlooked aspects in mind, you'll be well on your way to creating memorable experiences that exceed expectations.