7 Often Overlooked Event Planning Details

When it comes down to it, event planning is a details game. That’s because there are SO many to keep track of. Between your multiple audiences (vendors, volunteers, attendees, sponsors, staff) and their various needs and wants...it’s enough to make even the most veteran event planner’s head spin!

But whether you ARE a veteran or a total amateur, juggling all of that makes it easy to forget something. So, what details in particular tend to trip event planners up the most? Here are seven to keep in mind:

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How to Structure Your Sponsorship Packages in 4 Steps

If you’ve never built sponsorship packages before, it can seem a little overwhelming at first...

“What should I include?”

“How MUCH should I include?”

“How do I make my more expensive packages worth the investment??”

Well, I’m going to let you in on a little secret...it’s all up to you! And if that makes it even more overwhelming, don’t panic. The trick is to create a few basic packages that you can use as guidelines, and then tweak them depending on the sponsor. Here’s how to go about that -

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Quickly Capture Conference Attendee Feedback with These Tips

As the event planner, it can be easy to forget that conferences can feel extremely busy for attendees, too. A few days of bouncing in between sessions, grabbing quick lunches, networking, etc. is a lot of work!

That’s why you want to be strategic about how you gather feedback. Surveying attendees just after sessions means the content will be fresh in their mind, but the surveys should be short with questions that are easy to answer and get straight to the point. Here are our tips for post-session surveys:

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Does My Event REALLY Need Its Own Website? (Spoiler Alert: Yes!!)

The thought has probably crossed your mind a few times...“Does my event really need its own website, separate from my organization’s??”

The short answer is yes, absolutely! We get it, though: With everything else you’re managing, adding a website to that list can feel overwhelming. But the benefits are so worth it.

“Benefits, you say?” Of course! There are a lot of reasons why your event NEEDS its own website, but here are four of the biggest:

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What to Do When an Event Sponsor Walks Away Unhappy

A healthy sponsorship program relies on keeping your sponsors satisfied with the value they’re receiving in return for spending their time and money on your event. Sounds simple enough, right? Theoretically, you should just be able to focus on fulfilling the details in their agreement - but in practice, it doesn’t always happen that way.

Unfortunately, despite your best efforts, some sponsors walk away from events dissatisfied. Whether it was a hard-to-please on-site rep, a venue problem that was out of your control, or you simply made a mistake (we’re all human!) your next task is to do what you can to turn that relationship around. Here are some steps to take:

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The Golden Rules of Event Volunteer Retention

If your event relies on the help of volunteers, then you know how difficult recruiting them can be. A person’s time is valuable - and asking them to spend a chunk of it with you doing work, for no pay? Well, that’s tough.

The good news is, most people are happy to volunteer their time for a cause or organization that matters to them. But getting them to return for your next event (so you can spend less time recruiting) depends on their experience the first time around: how well they’re treated by staff and if they felt it was a good use of their time.

With care and attention to the specific volunteer experience, retention should be a breeze! Start by following these rules:

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4 Steps to Developing Your Event Promotion Plan

Concert, fundraiser, conference, or 5k - no matter what type of event, your main goal is to get people to show up. That’s a LOT of pressure! Even if it’s an event you’ve been hosting for years, there’s a lot about event planning that makes attendance unpredictable.

To ease your mind, I recommend creating an event promotion plan - but treat it more like a guideline. You’ll want to be flexible and make changes as needed, but having a blueprint will keep the momentum going and make the whole promotional process feel a lot less hectic.

That all said, here are the four steps to take toward building your event promotion plan:

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What Should I Include on My Online Event Registration Form?

Many non-event planners probably wouldn’t believe us if we told them that building an effective online event registration form can actually get quite complicated. Finding a balance between asking for information you need without being overwhelming (and risking losing a potential registrant) is not an easy task. Not to mention, ensuring your registrants have a clear understanding of how to fill the form out and make their selections...

Well from our experience, there are 7 things that you should ALWAYS include on an online event registration form. Use this as a guide to any time you start to build one:

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5 Ways to Make the Most out of a Small Event Space

The size of your event venue can really make or break the entire attendee experience. Those dimensions define exactly what you can use the space for - not to mention, how many people can actually fit in it!

Now with a space that’s too large, you can usually add extra furniture to fill it up or use some kind of divider to “get rid of” square footage. But small spaces? Those get tricky. You want to make sure that your attendees will be comfortable and able to engage.

Luckily, there are ways to make do with a small space, depending on the type of event. Here are some suggestions:

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Top Challenges for Event Planners to Overcome in 2019

Challenges in event planning will always exist: Some will come and go with time, some will be more persistent. But either way, getting ahead of them will allow you to come up with strategic solutions before the challenge turns into an outright problem.

That’s where survey results like this come in. A group of meeting planners and hoteliers identified what challenges are on the horizon for 2019: Do they align with yours? Probably so!

These challenges would resonate with any event planner, regardless of your industry. We put together some tips and resources for you to get a jump start on overcoming them:

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