Décor:
Decorations are important for setting the mood and tone of your event, especially if you have a themed event. From flower arrangements and linens to tablescapes, you should pick decorations that are consistent with the theme and your brand. Lighting is also an important factor to consider as it frames the mood and importance of the event.
Invites and Registration:
Sending out invitations is an important part of the event planning process. Questions to ask yourself: How far in advance do you need to send out your invitations? Will you use social media to help spread the word about the event? We recommend four to six weeks for receptions and six to eight weeks for formal events. You should reach out to enough people so that you have a packed house for your event. If you want 300 guests, invite well over 600 people. The rule of thumb is to always double the amount of people you expect to RSVP.
Registering your guests is crucial for your final head count which you will need to share with your caterer and/or venue days in advance. The number of guests who RSVP will help you figure out staffing for registration. It is also necessary for following up with your attendees after the event is over.
Security:
In this day and age, security is an important aspect of planning your event. Will you have VIPs in attendance or is your event supporting a controversial cause? If so, you should consider hiring a private security firm. Check IDs at the door, create an evacuation plan and brief your staff and volunteers so that they are aware and ready in the event of a disturbance or disruption.
Exhibits:
In many industries, trade shows are commonplace and important for presenting your brand. In advance of arriving, you need to consider the layout of the exhibit hall, find out what other industry professionals will be there, and figure out how you will stand out. You also want to make sure you know the audience and pack promotional materials that will appeal to them. Once you're all set up, make note of what works and what doesn't work in terms of set-up and design. Also note what materials attendees are interested in and which ones they are not. Exhibits are an investment but with the right planning, lay-out and pitch, they are worthwhile.
This is only a glimpse of what factors to consider when planning your next event. What other factors do you immediately think of?