By Marcus FitzGerald
Here at Bunch, we regularly collaborate with businesses to create, execute, and extend events that are unique and memorable. We know that planning an event and knowing where to begin can be difficult, so here are our five handy tips to help get you started!
- The importance of the brief.
The brief is step one in the event planning process. As our Creative Director Steph mentioned in her recent blog post, a great brief is what gets the ball rolling. When creating the brief from an event perspective, be sure to discuss considerations such as location, venue type, preferred days and times to maximise audience, how attendees are likely to arrive to the event (e.g. parking, close to public transport), whether the timing suits interstate travellers, suitable accommodation, expectations on level of production and theming and what is in/out of scope.
- Harness the creative power of the wider team.
Provide the briefing document to the team to pre-read and allow ideas to generate for a day or two before you are scheduled to meet. Kick off with a group brainstorm session and tap into the different types of personalities and skillsets available around you. Keep all ideas on the table, build on them instead of black hatting.
- Keep connected to industry trends.
Producers are often too caught up in their own event world; it can typically be 6-12 months where the only events they attend are their own. Keep connected with how other industry experts are innovating and engaging their audience, whether it be via websites like Bizbash, Instagram pages of suppliers (and even competitors!) or industry events like the recent Future of Events showcase here in Melbourne. Store or save these ideas as you come across them to build an arsenal of creative solutions for the next appropriate event.
- Get the basics right.
It’s easy to get caught up in the ‘wow factor’ experiences, whether it be a spectacular reveal, headline entertainment or the latest trend in catering. However, often overlooked are some of the more basic fundamentals of the event. These include:
- Clear arrival instructions for attendees arriving via different modes of transport (maps are also helpful!)
- A suitable type of catering (e.g. post-work cocktail events that serve petite canapes over dinner time)
- Ample catering and event staff to avoid spending most of your attendee’s event time in queues.
- Sufficient time for rehearsals and briefing of venue, suppliers, MC, entertainment and the production crew. Ensure the levels of show production are slick and reliable.
- Extending your event.
At Bunch, we like to look at how we can extend the event experience, whether it be:
- A communications plan that ensures the event reaches the targeted audiences through relevant channels.
- A conference app for both pre-event information and teasers to build hype, along with post-event communication to reinforce key messages as well as gathering those all-important insights and feedback for next time.
- Streaming your content to attract a wider online audience or uploading the videos to a microsite for post-event viewing.
No matter what event you’re planning, get these things right to create an unforgettable experience for your guests!
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