How to Plan Your Event in a Timely, Cost-Effective Manner

Events can be many things, but they should always be well planned. Your event plays a key role in your company’s marketing plan and overall business strategy. Once you’ve strategized and have a vision in mind for your ideal event, you'll want to then secure the ultimate keys to success: talent, location, and the best prices possible.

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Here are Three Tips to Ensure the Success of Your Next Big Event

Get Your Team

Securing a talented production team early has many benefits including the opportunity to produce a stage design that's seamless, more creative, and effective.

Meet with your production team as soon as possible to share the vision of your event. Whether you rely on an onsite team or an outsourced production management company, let them know what you want. An experienced team will help to bring your event to life.

A talented production crew can get booked up quickly, especially in the busier seasons. If you’ve worked with a great team in the past, contact them as soon as possible. Reaching out to the production team early can ensure you work with a crew that is already familiar with your company's work flow and has experience with handling your particular needs.

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Secure the Location

Once you have your team, start scouting locations. In some cities, finding a location large enough to hold your attendees can be a challenge, even more so when you need a specific date. For these reasons, it is critical to select and book your venue as quickly as possible.

While you’re looking at venues, be certain that you speak with the property owners to discuss your specific event needs and determine what is provided and what will need to be outsourced. Most production teams will be able to help you with this as well.

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The Earlier the Better

Time is everything in this industry. Waiting too long to get in touch with vendors can often leave you with unexpected or higher costs due to late booking fees, rush orders, and surprise post-event fees. Take some of the stress and budgetary burdens off your shoulders by speaking with your event production team early.

The earlier you can begin conversations with your event crew, the sooner they can begin to lock in the best pricing for you. A good production company can even coach you through your review of venue contracts prior to signing them.

So if having a great event with at a low price and with very little headache, start planning as soon as you can.

Your event is a reflection of your brand and company culture. If you have any questions about your next event, or need production assistance, you can reach out to our AVmedia family any time.

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