You might feel a little overwhelmed if you’re asked to organize a large event, particularly if it’s a national business event or an industry event. There’s a lot to do. You must arrange hotel accommodations and catering services for hundreds of attendees from all over the country who will fly or drive in from several states.
Still, it’s not as difficult as you might imagine once you break it down into manageable tasks and stay focused on accomplishing one task at a time. While it may seem like a big job, and everyone expects you to find the perfect location and the best catering company, it’s doable. Organizing a big event for many people is straightforward if you do the work in sections.
Pick Your Favorite City
Where you go will make all the difference. If you choose the “wrong” city, it will disappoint attendees. While there might be nothing wrong with the city per se, attendees will perceive it as a bad choice if it’s inconvenient. For instance, if you choose a remote location or one with terrible weather, you’ll have a low turnout.
One city that your attendees will love is San Diego. What makes event planning in San Diego an easy choice is that it’s one of America’s finest cities. The city has plenty of attractions for visitors. Besides offering some of the finest hotels and catering options, there are 70 miles of white-sand beaches, wonderful weather, and plenty of fun attractions.
Build Your Team
If your corporation does not yet have an events team, it’s time to start one. Your project is far too big to handle with only the help of a few available colleagues. You need a large team of multi-talented people on board.
Make a list of all the different tasks required to organize the event, then ask human resources to choose the right people for the work. For instance, you’ll need people familiar with your firm’s finances, people familiar with designing invitations and other collateral marketing material, and people familiar with Explainer Video, written communications. You’ll also need plenty of hands-on people who can set up the event space.
When it comes to team building, make sure you get the right number of people. If you get too few, everyone will have too much work. Conversely, if you have too many people, they will get in each other’s way.
Manage Your Budget
You need to sort out the financing quickly and thoroughly. How much is your company willing to spend? What precautions do you need to know to avoid going over budget? Who will keep track of all the receipts? What is important for your company culture? What expectations will the attendees have about the event? You’ll probably need several people from finance or accounting to help you keep track of the budget.
Now that you’ve assembled your team and created a realistic budget, double down on organization. One of the easiest ways to organize anything is to do two things: first, make lists; and, second, use collaboration software to communicate with team members and monitor progress. By keeping track of how much you need to do and how quickly it’s getting done, you’ll avoid scope creep. The project will take longer and cost more if you don’t stay organized.
Once you’ve accepted the assignment, start as early as possible, even if you appear to have plenty of time. When you start early, you can course-correct when unexpected things happen to throw off your schedule. Since venues in top hotels in the best cities can quickly fill up, you’ll also get the best rates.