Putting the ‘fun’ in function
As the world changes, an increasing number of organizations are planning and delivering events on an ever-growing scale. These could be internal events, small customer events, or even large-scale events like conferences.
The business of private event planning is also growing as individuals hold more functions for more varied reasons. For example, birthdays and christenings have been joined by larger weddings, baby, and bridal showers. The opportunities to deliver such events are almost endless. Whether it’s securing the right venue or arranging DJ equipment rental in Miami, every detail counts. The question then is how do you plan an event?
What should I consider?
As can be seen from the above list, there are a growing number of variants when it comes to events. Therefore, it stands to reason that there are a growing number of activities required when planning an event. A more complete list of activities to carry out when planning an event is listed further down in this article.
For example, the venue choice and location are crucial to participation numbers, as are enjoyment and even the return on investment. The attendee list, entertainment, and food choices are just as important. Above all, though, when planning events of any size, the event floor plan is vital to achieving success.
Corporate Events
Corporate events are incredibly popular in the modern business world. Conferences are held all over the world with huge success, and there are dedicated conference centers in cities such as Barcelona, London, Chicago, and Sydney.
The Las Vegas conference scene is also booming, with hotels doubling as convention centers to host huge events. Generally, the setup is a large conference hall with smaller rooms for intimate discussions and presentations. Most centers also have the ability to provide virtual coverage.
Private Events
The business of private events has also seen a dramatic upturn in popularity, with an ever-growing number of businesses dedicated to providing goods and services for the industry. Given the popularity of the private event sector, venues are setting up specific spaces to host such events.
Spaces such as hotels, pubs, and restaurants are also hiring in-house employees to plan and deliver events. Their full-time role is to organize events and provide all the support needed during them. This includes the end-to-end planning and delivery of functions for those requiring them.
The Economy of Event Planning
Ultimately, event planning and hosting is a business and an incredibly fruitful one at that. In the UK alone, the private event planning industry saw a 27% growth in 2023, representing £2.3 billion in revenue in one year.
The projections are that this will continue to grow, and this is matched globally. The industry’s overall popularity is changing lives, not just for those who attend events but also for those who plan and run them.
Similarly, the UK business sector’s event revenue continues to grow, with approximately £33.6 billion generated annually, of which £10.9 billion is attributed to tradeshows and exhibitions.
Again, this is forecasted to grow ever higher over the coming years. Some organizations generate the majority of their revenue from trade shows, exhibitions, and conferences.
The Dangers of Over-Saturation
The summer months see the wedding season arrive in force, and the most popular individuals can see themselves attending at least one wedding a week, sometimes more. Because of this, the question arises: How many events are too many?
With weddings, baby showers, funerals, and corporate events, it is possible for individuals to become underwhelmed by the vast number of events to be attended on an annual basis. This makes the job of those planning functions even more difficult, with a need for exciting and different experiences required.
In April 2024, two different software vendors held rival conferences a week apart at the same Las Vegas venue. The rooms used were the same, the layout similar, and some attendees overlapped between the two. To make it interesting, each vendor hired billboard advertising space on the Las Vegas strip to poke light-hearted fun at the other.
The Future of Events
Whether we like it or not, the future has arrived, and this is especially the case for events. Previously, conferences and private events could be more somber, formal affairs. However, the use of pyrotechnics, dancers, and fire breathers is becoming more common at weddings and birthday parties, meaning the focus has shifted to entertaining guests.
Similarly, conferences and corporate functions have seen a more relaxed manner take hold. One such event in London in April 2024 saw a large animatronic robot stalk the event floor plan, dancing and playing music. This novel approach helped boost brand awareness for the company that supplied and sponsored the robot.
What to do when planning an event
The first recommended step is choosing the theme or theme of the event you plan to host. From there, picking the location at the same time as your target list of attendees is vitally important. You should look to see where your biggest population of attendees is before choosing the location. Finding a venue is then the next logical step before beginning to invite attendees on your chosen date.
You should ensure you have at least been inside the venue to decide how the aesthetics will work with your theme and plan before identifying the type of entertainment you would like to utilize for your guests. Planning the menu if food is to be provided (the caveat here is that if the venue supplies an event planner, they may take care of everything for you), is important to success.
Hosting your event
Once your preparations are complete, it is time to follow your plan and execute your event. Preplanning and delivering according to the plan are excellent ways to boost the chances of success. You should also ensure guests know where to turn with any issues and plan for some form of follow-up to gauge the success of the event.
If planning a wedding, it is obviously hoped that the success of the marriage will guide the success of the event, but many organizations utilize post-attendance surveys to understand the enjoyment and impact of corporate events.
