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12 Secrets to Large-Scale Event Planning

So you want to plan a large-scale event? If so, there’s a lot to consider!

They typically have guest lists in the hundreds which naturally necessitates some serious coordination. So, whether you’re planning a company event, a product launch, or a conference, it’s safe to say large event planning takes more than just a good idea and a lot of enthusiasm.

The good news? We’ve got 12 tips to get you started—think of this as your event planning checklist!

1. Know Your “Why” and “What”

Before you dive into the nitty-gritty details of planning a company event, you need to have a clear answer to two questions: why are you hosting the event and what do you want to achieve? The “why” and “what” should guide your every decision and help you align your expectations with stakeholders.

2. Crunch the Numbers

Unless you have a money tree in your backyard, you’ll need to create a realistic budget for your event. Estimate all the costs associated with hosting the event, including the venue, catering, entertainment, marketing, transportation, security, and insurance. Your event budget should also include some extra funds for emergencies.

3. Pick Your Date Carefully

Timing is everything when it comes to planning a large event. You need to choose the best dates while considering factors like venue, speaker, and attendee availability, industry seasonality, and potential conflicts. When picking a date for your event, leave some wiggle room in case things don’t go as planned.

4. Choose Your Location Wisely

Your venue is the backbone of your event. It sets the mood and vibe for your attendees, so make sure to pick one that’s suited to your goals, theme, and branding.

A few other considerations include size, technical requirements, accessibility needs, and safety standards. We recommend comparing different places based on their location, availability, capacity, amenities, services, price, and sustainability.

 A group of people drinking cocktails at a networking event

5. Build Your Event Management Team

Event planners are superheroes, but even the most heroic likely can’t handle planning a company event alone. Instead, assemble a team of people who can help you navigate the stages of the corporate event planning process.

Some responsibilities to delegate may include:

    Venue Management
    Event Marketing
    Attendee Engagement
    Partnerships and Sponsorships
    Speaker Management

Pro tip: Clearly define the roles and expectations of each team member and communicate with them regularly to ensure they stay on track!

6. Take Advantage of Tech

There’s no need to reinvent the wheel when it comes to planning large events. In this day and age, you have access to plenty of tools and software that can help automate and simplify various aspects of your event lifecycle.

For example, you can use different event management software to create an event website and app, manage online registrations and payments, send email invitations and reminders, etc. The sky is the limit! Just make sure to choose software that’s user-friendly and has all the features you need for planning your large event.

7. Make Your Content Awesome

“Content is king” doesn’t just apply to marketing, it’s also true for large events. When you’re dealing with hundreds or thousands of people, you can’t possibly greet them in person one by one. So, a successful large-scale event needs to have content that will capture the attention and leave a lasting impression on your attendees.

Here’s the type of content we’re talking about:

    Keynote speeches
    Panel discussions

Pro tip: Choose a catchy and unique name and logo for your event that reflects your event goals, theme, and branding.

8. Market Your Event Like a Pro

Even if you build it, they won’t come unless they know about it. You need to market your event like a pro to attract and retain attendees. Here’s what we recommend:

  • Identify your target audience
  • Tailor your marketing messages and channels to them
  • Use various marketing tools and techniques as needed (e.g. social media, newsletters, paid advertising, public relations, influencer marketing, etc.)
  • Create promotional materials

If you want to throw a successful corporate event, you’ll also need to track and measure your marketing performance and ROI using analytics and metrics.

9. Communicate Like a Boss

Communication is key to building trust and loyalty with your attendees. Whether attendees are paying or not, you need to ensure proper communication before, during, and after large-scale events to keep them informed, engaged, and satisfied.

When planning a company event, use different communication methods and platforms like email, SMS, or social media to provide clear and consistent information about your event details, such as the date, time, location, agenda, speakers, and sponsors.

An audience listening to a keynote speaker at a large-scale company event

10. Expect the Unexpected

No matter how well you plan a company event, there is always a chance that something unexpected or unwanted may happen. Any large or corporate event planning takes a healthy dose of flexibility, adaptability, and more importantly, preparedness.

You need to prepare for contingencies and emergencies that may affect your corporate events. This is especially true if you’re asking guests to travel to be there… you don’t want to leave them feeling as if their trip was a waste!

11. Follow Up With Attendees

Here’s another secret: planning a large event doesn’t end once your event is over. It’s a good idea to follow up with your attendees to thank them for their participation, share the highlights and outcomes of the event, provide additional resources and information, and encourage them to stay connected with you and your brand.

12. Collect Feedback and Data

With your event in the rearview mirror, one of the best ways to improve your next large or corporate event is to collect feedback and data from your attendees.

What did they like? What did they dislike? Did they learn anything? You can create a post-event survey or poll to get their opinions and suggestions about your event, then analyze the results and use them to identify the strengths and weaknesses.

Planning Events Is Made Easy at The Loft on King

There you have them: 12 secrets for large event planning. Whether you’re organizing an exciting product launch or a big corporate holiday party, following them all will put you on the right track—assuming you book a great venue.

If you’re looking for one in downtown Toronto, The Loft on King is a stunning and spacious event space that offers a unique blend of history, charm, and modern amenities that make corporate event planning easy. Oh, and your guests will love it.

Contact us today for a quote!