When we talk about planning a large scale event, we usually mean not only an event that is large in terms of number of attendees, or the size of the venue. Large scale events are not just big, they are complex, generally taking place over several days and including smaller events within the large event, often in different venues.
Some examples: fairs, trade shows, conferences and congresses, courses, festivals.
Planning such events can seem an overwhelming task but, while certainly not easy to organize, you can get around it with the right strategy.
Planning a large scale event: the timing, team, and venue
First of all, start way more in advance than with any other kind of event. Consider beginning at least a year before. Then, build your team. A large scale event is not something you want to organize by yourself. You need dedicated team members for each of the functions: you’ll be the project manager, and then you’ll need separate people or entire subteams to manage scheduling, marketing, sponsorships, registrations, and the relationships with the venue(s).
Next is selecting your date and venue(s). When selecting your date you want to consider making it easy for large groups of people to actually be at your event. While summer is perfect for a rock festival, consider fall and winter for a medical congress, for example. At this point you should already have at least a draft of a budget, because the venue is going to take a great slice of it. Even more so, if your large event includes smaller events that are set in several venues.
Then, as soon as you have a rough schedule (at least the dates and times of each individual event in the group, the venue(s), and the main acts/attractions/keynote speakers), you can start your marketing efforts.
Keeping track of everything
It would take many thousands of words to cover all the technical aspects, but this post is about strategy, so, what we want to focus on now is how to keep track of everything at the same time. Ticket sales evolution for several types of tickets, websites, marketing, payments, invoicing, merchandising sales, waiting lists, badges, and all these not for one but for several events at the same time. If you set up your event through Metooo, we got you covered: you can use our group of connected events function to manage and keep an eye on everything from one place.
An example: planning a rock festival
Let’s say you’re planning a rock festival, taking place over 5 days. Within the festival, you have several concerts, some will be in the public square of your town, some will be in a couple of clubs. Apart from the concerts, you have several parties in various venues, and, during the day, there are markets. At the concerts and parties, T-shirts with the bands will be sold. A beer brand will be your main sponsor, while other smaller sponsors will also be present. There will be various types of tickets available, some free, some paid, at several price points for each event during your festival, and there will also be the option to buy an “all-inclusive” ticket allowing entrance to all events within the festival.
The setup: a group of connected events
Sounds complicated enough? Well it’s actually more simple than you think. By setting up your event on Metooo, your festival as a whole will be the group of connected events. You can then create each connected event (each concert, party, or market) and add it to the group. Even if the events in the group take place in different venues or on different dates, the group will have one title and one theme. You can add new events to the group at any time, even events created before you created the group. After you created each individual event, go to the event group page and click “associate” to add the event(s) to the group. It’s as simple as that.
The group of connected events (that is, your festival) has its own web address and visual branding. You can use that for your marketing purposes, to promote it. And you can still promote each separate event in the group (each with its individual event web pages, ticket types, and schedules).
Let’s say you are a freelancer organizing events for several clients, or you are an event planner in a large agency. The group of connected events function on Metooo will make your life so much easier, because you can create a group of events for each client. You can do this even if the events themselves don’t necessarily have anything else to do with one another. This way you can organize your work in an efficient, stress-free manner and never lose track of details!
Find out more about the function here and let us know how you would use it for your next project!