Planning an event can take a lot of time. There are many factors that go into planning an event. If you are planning a race, for example, then you need to consider how to map the course, marking the course, all of the race logistics including determining the start and finish line. You also need to consider how many volunteers you need, what food you will provide to the race entries, how to find a timing crew, a cleanup crew and an emcee. You will even need to consider how the emcee for the race will broadcast race news throughout the event. Do you need to rent any PA equipment or any other AV equipment for your race? Likewise, planning a party, live music entertainment or even a corporate function requires a lot of planning. There are many steps involved in planning an event.
1. Set a date. One of the first steps to planning an event is to set a date. If you are planning a race, then you may need to check competing races to ensure that you are not hosting yours on the same weekend. If planning a festival, check out the calendar and work with promotors to find the best dates for your event.
2. Market the event. Once you have set the date, you will want to market your event via social media and any other advertising that you plan on participating in. You can do this via Facebook and Twitter as well as construct email campaigns for those that you think might be interested in the event. It is important to remember the variety of options that are now available with social media such as boosting Facebook posts. For example, if you are trying to market a mountain bike race, then you can boost your Facebook post to appear on the wall of someone who likes a certain brand of mountain bikes.
3. Plan the event. As you are marketing the event, you will also want to plan the event. Write down the logistics that need to take place prior to the event, during the event and after the event. Write down what you need to order, who you need to volunteer and how to line up your entertainment, speakers or race announcers. Do you need special permits or city permits to use various parts of your city or race course? Do you need sound permits to hold a festival during certain times of the day and into night?
4. Figure out your AV equipment rental needs. A huge part of planning an event or race revolves around sound equipment as well as lighting equipment, especially if planning live entertainment or a music festival. There are many different options when it comes to AV equipment rentals including stage rentals and LED lighting rentals. It can be very helpful to find a trusted and respected company such as Greater Than Entertainment to consult with about your AV equipment rental needs.
As you can see, there are many steps involved when planning an event. The most important step is to stay organized and to not get stressed out during the planning process.