Understanding your Audience

The first step towards event planning must be understanding your audience. After knowing the profile of your attendees, their likes, preferences, what they are comfortable with and what excites them, an experience that truly resonates with the attendees can be created.

Space Planning

After finalizing a venue, a crucial factor that every event planning company considers is space planning. Understanding the multitude of requirements (installations, social media activities, photo ops, etc. depending on the type of project) and the space they will occupy, you get a clear perspective of what else is possible. This also helps planning capacity for the venue to decide how many people could comfortably participate in each activity. Lifestyle brand Refinery29 created individual experiences in 29 rooms throughout a warehouse with interactive designs for attendees to have a unique experience every time.

Crowd Flow Management

After space planning, the next step is to organize crowd flow. Designating different areas for unique purposes helps segment your audience and gives them the liberty to be in an area of their choice. Keeping a pre-function area with booths, engagement activities and photo ops on the other side of the keynote area will ensure the two audiences don’t disturb one another. A customer journey can also be curated depending on the path you would want them to follow. Clear directional and area signage is imperative to have your audience organized to have a seamless experience. Way back in 2009, Volkswagon created a piano staircase where every step played a unique note. The initiative was created to promote a healthier lifestyle and most certainly created significant attention for it’s innovative design.

Time Management

When finalizing the duration of the event, time management skills are imperative. If adequate time isn’t allocated for arrivals or a session runs longer than expected, you might find your event extended past the designated time. Most attendees have other commitments to attend to after an event and could become frustrated with the lack of punctuality. Event management companies will know that this becomes especially prominent for CXOs and senior management whose time is invaluable.

Contingency Planning

In event management, there are usually a few unforeseen issues that crop up during an event. While planning, the best event management agencies keep contingency plans in case any crucial element or activity fails. Backup plans for probable scenarios should be available if any glitch is observed which can be a major factor depending on the type and scale of event.