Planning an event and watching it unfold is a great experience. But when that event is on a larger scale, there are many more elements to consider throughout the planning process. Planning large-scale events requires greater attention to detail and an understanding of the different aspects of event planning. It also requires the confidence that everything is being managed efficiently.
When you’re planning an event, regardless of its size, having a plan and timeline is essential. Thus, we’ve compiled an event planning checklist to help you stay organized and on track throughout the planning process. From large-scale event planning to each factor that will make your events successful, we’re here to help you every step of the way.
Types of Large-Scale Events
To give you an idea, here are some examples of large-scale events that require a lot of planning, resources, and attention:
- New Product Launches: This is when a company unveils a new product or service to the public. Usually, these tend to be large-scale events with a great deal of hype and fanfare.
- Industry Conferences: This can be anything from a digital media conference to an electronics conference, or even a medical conference.
- Global Company Holiday Parties: These are festive events that companies often throw to celebrate the holidays with their employees.
- Professional Seminars: Professional seminars are events that provide insight into a particular industry. They may focus on the latest trends in technology, innovations in marketing, or even motivational talks for entrepreneurs.
Types of Small-Scale Events
Small-scale events tend to require fewer resources and planning than large-scale events. Here are some examples of small-scale events that can be planned in a relatively short amount of time:
- Birthday Parties: More often than not, birthday parties are usually celebrated on a small scale.
- Family Reunions: These usually only involve immediate family and close friends, so they tend to be smaller events.
- Corporate Training Seminars: Corporate training seminars are typically hosted on a small scale in order to bring together a select group of professionals for specialized training.
- Community Events: Community events can range from small-scale fundraisers to art shows.
- Dinner Party: Common with friends and family, dinner parties are often small and intimate.
Differences Between Planning Large Scale Events vs Small Scale Events
With the mutual goal of successfully hosting an event, large-scale and small-scale events require different approaches when it comes to the planning process.
Budgeting for a large-scale event is often more complex considering that there are usually more people involved, which means higher costs for food, venues, and entertainment. On the other hand, smaller events usually require less budgeting since there are fewer people to cater to. Make sure to consider the budget at the earliest stage of event planning in order to plan accordingly.
Large-scale event logistics involve things like transportation, lodging, and security. Small-scale events may not require these types of logistics because they are smaller in size. Furthermore, large-scale events may require more extensive communication and coordination with different vendors and partners.
Event planners that handle large-scale events need to be highly organized and able to multitask. A larger staff is also required for such events. Smaller-scale events may not require such high levels of management since there are fewer people involved.Oftentimes, however, micromanagement is still necessary. After all, a successful event doesn’t just depend on the big picture — it’s the small details that make an event come together.
Email Sending or Promotion
Promoting large-scale events can often be done through social media, particularly if there are limited funds. This can be anything from creating ads to using influencers for maximum exposure. Small-scale events may be promoted through word-of-mouth or other online channels. Emails are also used in large-scale events. However, if you choose this option, make sure to keep the emails brief and catchy. Use an automated tool to help you send out bulk emails for maximum reach.
Choosing a venue for large-scale events requires a great deal of research and planning. From hotels to convention centers, there are many factors to consider. This is especially true for companies that have executives and/or professional attendees who expect a higher standard. On the other hand, small-scale events might require less extensive research since they usually take place in more intimate settings. This usually takes a day or two for the planner to finalize.
An event manager would need to hire more personnel when planning a large-scale event. This includes different contractors and vendors, as well as security staff. Smaller events don’t require the same amount of staffing since they are usually not as involved. Depending on the venue, some staff may be provided by the host. In some cases like restaurant dinner parties, you don’t need to hire additional staff.
With all things considered, the timeframe for planning a large-scale event is often longer than that of smaller events. The complexity and number of details involved require more time to solidify all aspects. On the other hand, small-scale events may be planned in a shorter time frame due to their limited scope.
Main Benefits of Each Type of Event
Now that you have a better understanding of the differences between large and small-scale events, let’s talk about some benefits of each.
Reasons to Organize a Large-Scale Event
- Raise awareness and visibility for a cause or organization: A large-scale event can be a great way to draw attention to a particular cause or organization, especially if it aligns with the values of the event. This could be a charity fundraiser, a political rally, or a cultural festival. By organizing a large-scale event, you can generate media coverage and reach a wide audience with your message.
- Foster community and connection: Large-scale events can bring people together in a way that small gatherings or individual activities cannot. They can be a great way to foster a sense of community and belonging among attendees, as well as to connect with new people who share similar interests. This is especially important in times when social isolation and disconnection are common.
- Create opportunities for networking and professional development: A large-scale event can be a great opportunity for attendees to network with each other and build new connections. This can be especially valuable for professionals looking to expand their network or gain new skills and knowledge. Many large-scale events feature speakers or workshops focused on specific industries or topics, providing attendees with valuable learning opportunities.
- Enhance brand reputation and credibility: For businesses or organizations, a well-executed large-scale event can be a great way to enhance their reputation and credibility. It can showcase their expertise and capabilities, as well as demonstrate their commitment to their customers or stakeholders. A successful large-scale event can also generate positive media coverage and word-of-mouth promotion, which can further boost a brand’s reputation.
Reasons to Organize a Small-Scale Event
- More intimate and personal: Small-scale events can be more intimate and personal, allowing attendees to get to know each other and create deeper connections. It can also be a great way to create a more personalized and memorable experience for attendees.
- More manageable and cost-effective: Small-scale events are generally easier to manage and less expensive to organize than large-scale events. This can be a great option for businesses or organizations with limited resources or those just starting out. It can also be a good choice for events that are focused on a specific target audience, as it allows for more targeted marketing and outreach efforts.
- Greater flexibility and adaptability: Small-scale events offer more flexibility and adaptability than large-scale events. If something goes wrong or if last-minute changes need to be made, it is generally easier to pivot and make adjustments when working with a smaller group of attendees.
- More focus on the event experience: Because small-scale events are generally more intimate and personal, they can be a great opportunity to really focus on the event experience. You can pay closer attention to the details and create a more immersive and engaging atmosphere for attendees.
Tips for Planning Large-Scale Events and Small-Scale Events
With their differences, organizing large or small-scale events often follows the same basic planning process. Here are some tips for planning both types of events:
Set Clear Goals and Objectives
Before you get started, it is important to have a clear understanding of what you want to achieve with your event. This will help keep you focused throughout the planning process and ensure that all of your efforts are directed toward meeting your goals. Here are some questions you need to answer:
- What’s the purpose of your event?
- How much money do you want to make?
- How many tickets do you need to sell?
- What kind of experience do you want to create for attendees?
Set Your Budget
Budget is arguably one of the most important aspects of event planning since it will dictate many of your decisions. Start by determining what you have to work with and then allocate funds for various elements like venue, catering, programming, marketing, and staffing.
You can use your previous events handled and from there, you can create a realistic budget that will help you stay on track. If any gap is found in the budget, feel free to take educated guesses and estimates to fill it in.
Secure the Necessary Resources
Once you have set your budget, you need to start looking for the necessary resources and suppliers that will help you bring your event vision to life. This process may involve finding a venue, booking entertainment or speakers, organizing catering services, and more. Additional considerations are WiFi connections, audio and video equipment, power supply, and other tech-related needs.
Choose a Date and Time
The planning timeline plays a critical role in the success of an event. Choose a date and time that will work for most attendees and give you enough time to make all necessary preparations. Keep in mind important holidays, local events, or other potential conflicts when deciding on dates. Make sure to take into account the day of the week and time of day when selecting the date and time for your event.
Search for Sponsors
Sponsors can be a great way to generate additional funds for your events. Depending on the size and scope of your event, you may be able to secure one or more sponsors. Reach out to local businesses and offer them various packages and benefits in exchange for their support. Make a list of those who are likely to be interested in sponsoring your event and start contacting them. The market rate of your sponsorship packages should be based on the size of your event and potential reach.
Plan and Manage Large or Small Scale Events With Attendee Interactive
Event planning can be overwhelming but at the same time gives a sense of fulfillment. The key to success is having the right tools and technology. Attendee Interactive is the perfect platform for managing both large and small-scale events. From collecting abstract submissions and reviewing sessions to publishing final agendas and managing CE credit, Attendee Interactive makes it easy to handle all aspects of your event in one place.