Here are 10 tips for planning a new event. So if you’re launching a new event go through this checklist:
1. What other events are being held on that date?
2. If it’s outdoors, will weather ruin it?
3. If it’s indoors, will weather affect it?
4. Would you want to go to your event?
5. Why have an event–who cares and why should anyone go?
6. Do you HAVE all the Must Haves? (food, entertainment, celebrity, cause, fun)
7. Is there another way to reach your event goals?
8. Will an event achieve your goals?
9. Is there an existing event that you could partner with vs. starting brand new venture?
10. Will your event be memorable, enjoyable and worth attending with or without your cause/reason/goal?
When to Hold Events
Event success starts with timing and when you decide to hold a new event skip the holiday season to avoid competition. December is a highly competitive month to attend an event, let alone start a new one.
Weather Affects All Events
Weather can kill an event and greatly hinder success. If it rains, no matter where or when you hold an event, it affects attendance. Women don’t enjoy getting high heels, hair, beautiful clothing drenched. This is not sexist: it’s true.
Men don’t want to have to wear a tuxedo or formal business attire in the blazing hot sun.
If it snows to the point of a blizzard, your event will be ruined. Even your best friends can only drive so far in a foot of snow.
Cold weather can kill an event in Central Florida in October. Extreme hot weather can be fantastic for a pool party, golf event, street party. But if it’s an outdoor fashion show and seating is untented for viewers, good luck. No one wants to burn up for fashion.
So plan carefully. If it’s freezing cold your event could be a homerun if it’s a wine tasting party at a Wisconsin ski lodge. But if there’s an ice storm and no one can drive what’s your backup plan?
Always Include a Rain Date
The only way to ensure that an event will go on without weather affecting/ruining it is to hold it during a season and in a venue that’s weather-proof.
When you’re planning on entertaining existing clients a holiday party is great.
But if you’re planning an event for the general public, trying to raise money or bring awareness for a product, business or service, skip the holiday season. You’ll be competing for time, funds and attendance.
Look at the number of events you are invited to during October, November and December and think about adding your new, unknown event to this list:
- Fundraisers
- Office holiday parties
- Sports
- Halloween
- Thanksgiving
- Awards Ceremonies
- Christmas
- Hanukkah
- New Year’s
Adding another event to the busiest event season of the year is not the key to an annual event’s or even an one-time event success.
You can do it but you’ll have to increase your advertising and awareness, event splash, food, beverage and entertainment budgets.
Better Event Times, Days
- Non-holiday days, weekends, seasons
- Best weather season for your city
- Happy Hours
- Breakfasts
- Dinners
- Weekends
If you want people to make time for an event you hold, pick a time that isn’t full of other evens so that it can get a lot of attention and attendance.
