How to Effectively Plan an Extraordinary Large-Scale Event: Top Tips

Everyone would agree that planning an extraordinary affair is daunting enough – what more for a large-scale event?

Large-scale events are more of a challenge to plan because it’s double (or triple) the size and effort, and it’s more challenging to inform and entertain a large crowd. Whether you’re planning and organising a product launch, a professional conference, or any other large event, it requires a massive amount of skill and coordination, not to mention grit – which may be the most important thing! But it is certainly doable, and if others can do it, so can you. Of course, it helps if you know what you’re up against, so here’s how to effectively plan an extraordinary large-scale event: top tips.

What exactly is it?

You may already have an idea of what kind of event it is, but simply put, it is defined by having a large number of attendees or guests – whilst there’s no definitive number, it could be somewhere between a few hundred to a few thousand. And planning one can be an intricate, complex endeavour. Most large events don’t happen in a single place or space – they require multiple coordination in multiple spaces, sometimes in the span of a few days.

As party planners in Cotswolds like Oasis Events agree, they could include anything from product launches to conferences. They could also include global or multinational company holiday events, events that pay homage to employees, and professional development or networking seminars.

Top tips for large-scale events

Finalise the date

The first thing you should do is finalise the date. When the event you are planning is a large one, the options for the venue will be narrower –, and that’s why it’s important to set the date right away. It’s essential to reach out to the ones involved in the event – be it the executives of your organisation and the respective players – especially the ones who are planning the calendars. When you have a date, don’t forget to contact the leaders, speakers, and celebrities. Have a few options for the VIPs, as their appointment calendars can quickly fill up.

Remember to have a backup date in case your presenters or speakers (or VIPs) are unavailable – it’s always better to have a plan B!

Get everyone on-board

Of course, not everyone will feel the event’s urgency – not like you and your team do. But getting everyone on board from the beginning is essential, especially concerning your goals and objectives for the event and what budget you need to have and work with. It’s crucial to connect with the event’s decision-makers from the get-go. One way you can do this is by sharing your vision of what kind of event it will be – perhaps you can show everyone the event’s images, speakers, decorative inspiration, and venue/s – and it will encourage engagement and get them involved in the process. Send periodic updates and reports on the event’s progress – and you could get everyone excited about the event.

Communication is key

Everyone will tell you how crucial communication is – especially when planning a large-scale event. You have several different teams organising various elements, and it’s essential to set clear guidelines and parameters for communicating with each other. Establish a daily or weekly check-in, and perhaps you can invest in software to help plan your event.