by: Quintin Adamis

As the beginning of 2012 rolls in, so do the year’s first events. Conferences, tradeshows and other events can be a great way for your startup to build some brand recognition. Large crowds are the source of potential new followers that oftentimes aren’t yet familiar with your company or its products. That being said, what things should you consider in preparing for events?

City Lights

1) How many people are expected to attend

2) How far will those people be traveling?

These 2 help you to determine how far in advance you should be planning. Typically for a large audience or for people traveling more than 1 state away, you’d want to plan more than a month in advance. The more people you expect or the more time is needed to travel, then the more time you need to plan for everything.

3) What do i have to show/talk about?

4) What will be my answers?

If you’ve already determined that the amount of attendees justifies your companies presence, you’ll need to figure out what it is you’ll be displaying. This in large part is what you’ll actually be talking about, so it is important to have some answers to questions prepared as well. There is a need for you to appear to be an expert or a competent leader within the company you represent. After all, this is what the people attending these events expect. They have the presumption that the individuals representing the companies here know their brand and their industries well.

5) How long will I be promoting leading up to the event?

This may also be determined by whether or not the event is open to the public and if there is a need to promote the actual event. It also involves knowing your marketing budget because the longer you promote, the more it may cost.

The amount of time used for planning and preparation is a broad topic. Even among more seasoned event planners it can range from just a few weeks to many months down the line. Several aspects must be taken into account and here is what a few people I asked had to say,

We start planning the two fundraisers about five months in advance. Main reason is that these are the organization’s largest events with 500+ attendees. We regular meet once a month to review tasks and event updates. Planning is very detailed and each of the committee members takes a lead role for a specific aspect of the event. For example: food, entertainment, volunteers, decorations, etc.
However, each event is different. The length of time for planning really depends on the scope of the event, how detailed you want to get, and amount of attendees.”  -Jessica Knapik

Depending on the size and scope of the event, planning could start 2 months to 1 year in advance. Especially if you are targeting business people whos calandars fill up fast – try to announce your next event date at the current event.” -Terry Jones

There is no certain number of things to consider. That will change depending on your industry and what you set to accomplish, but there will be several aspects which you can expect. By taking time to think about these aspects early, It will help you appropriate extra time and avoid last minute surprises. The end goal, being prepared both for promoting and attending of the event.


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Quintin Adamis http://about.me/QuintinAdamis

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This entry was posted on Wednesday, February 8th, 2012 at 4:59 pm and is filed under Entrepreneur Inspiration. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.