Event planning is the trickiest for some and easiest for others. Imagining the finished product. What does everyone involved experience at your event? How does it feel when you’re there? What’s the ideal testimonial they give to you after it’s all said and done? What features and offerings do you have to share?
If you’re doing this for the event’s sake, you know your sport. If you’re trying to make money, you may not. Now it’s time to pick the needs for your location and pick your sport. These two go hand in hand. Anyone can put on a 5k just about anywhere, but to put on really awesome events the location should dictate the course. You want your event participants to be wowed. Location, paired with sport, is what matters.
- Is venue location key to the success of my event?
- Can I find enough of my target demographic in this venue location, or will the event itself compel them to travel long distances?
- Just how challenging should the venue’s terrain be for my demographic?
- How big a location do I need? Do I need to account for parking, festival, vendor space, or other space-hogs?
- How will I build this space out? Will it fill up or feel vastly open (be careful with open events –if a venue is huge and doesn’t feel full, that emptiness can diminish the experience for event goers)?
In the initial stages, it may be tempting to keep coming up with elements to your story. Fight this urge. We will talk about this in the marketing chapter but, for now, just know that the more you have to say, the less your audience will listen. Complex event stories are not ones people will sit and listen to, even if there’s so much more. Boil it down to one or two ideas. Most people do not care about the subtle details that will become important to you. We’ve had clients become obsessed with photo-op backdrops while expressing no interest in executing the afterparty they were heavily promoting.
Practice explaining your concept to friends and family. If they “get it” you’re golden. Better yet, writing your mission down succinctly will help you connect with other parties down the line, from sponsors to participants to web designers.
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