🚀 The Event Playbook: Proven strategies to level up your next event!

🚀 The Event Playbook:
Proven strategies to level up your next event!

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Overwhelmed to Organized: Overcoming the Major Challenges of Planning an Event

From lackluster gatherings to electrifying experiences, the event world has evolved faster than a chameleon changes colors, and it's time to break through the boring and wow your audiences with our insider pro tips for overcoming the major challenges of planning an unforgettable event.

Can you feel that shift in the air?

The event world has evolved faster than a chameleon changes colors.

Say goodbye to lackluster gatherings in drab lecture halls with snooze-worthy agendas. 

Today’s attendees crave electrifying experiences that leave them buzzing for weeks. 

But how can you break through the boring and really wow your audiences? 

No worries!

In this article, we will break down how to overcome the event blahs with our insider pro tips. 

We’ve been designing giant impact events for twenty years – from Codepath.org Virtual Tech Career Summit to the U.N. Global Forum for Responsible Recruitment. 

We know what makes a winning unforgettable event. 

We will show you how to overcome the top event planning challenges every organizer deals with:

  • Finding an exciting venue
  • Maximizing cutting-edge event tech
  • Embracing savings and sustainability
  • Designing memorable immersive guest experiences
  • Conquering the logistical labyrinth
  • Succeeding with multiple formats and more

Ready to transform your next event? Read on!

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One Event. Two Experiences.

Skillfully engage both your in-person and online attendees through our cutting-edge hybrid event production services.

Event Planning Venues: Break Out of the Box

Finding a venue used to be as exciting as watching paint dry. 

Not anymore! 

Explore thrilling unique spaces – from edgy industrial warehouses to swanky rooftop lounges. Think outside the box, go beyond the corporate or predictable. Some popular venues to consider?

  • Converted factories
  • Museums after dark
  • Contemporary art galleries
  • Botanical gardens
  • Wineries
  • “Haunted” luxury estates
  • LEED-certified sustainable venues
  • Artisanal breweries
  • Theme parks
  • Aquariums
  • Old-fashioned theaters
  • Historic grand hotels
  • Sports arenas
  • University campus spaces

And don’t forget powerful virtual spaces. Augmented reality, immersive experiences, virtual product launches, and interactive networking sessions add a captivating layer to your event.

With this many options, craft events tailored to your audience’s special vibe.

How to find the perfect event space?

  1. Know what you need based on the guest count, event type, and weather conditions
  2. Set a realistic budget
  3. Consider accessibility from parking to virtual options to restrooms
  4. Look for venue reviews and visit the location if possible
  5. Ask detailed questions
  6. Thoroughly review the contract

Once you have secured a suitable venue and have decided on hybrid or virtual options, what’s next? 

The Rise of Event Technology

Years ago, event planning involved a lot of running around, phone calls to verify RSVPs, crunching registration numbers manually, collecting paper surveys, printing maps, menus, and more. 

If you are still lost in a mound of paperwork and wasting hours and hours organizing your event the old way, then it’s definitely time to streamline event planning with technology!

Technology has become the beating heart of modern events.

From seamless registration to jaw-dropping audiovisuals and interactive apps, innovative AI-powered tools now form the backbone of every major event.

With AI rapidly advancing, the potential for personalization and engagement has skyrocketed to stratospheric levels.

Now, online registration tools and mobile apps handle guest communication, while automated scheduling eliminates time-consuming back-and-forth about availability.

Networking sessions and webinars are recommended based on guest preferences.

AI-powered customer services custom apps can now be leveraged to share attendee content or harness social media to build buzz.

Event tech streamlines the chaos, freeing up precious time and resources for you to focus on creating a truly unforgettable experience for your attendees.

Get “The Event Success Playbook”

Our proven event planning playbook has step-by-step strategies to increase qualified leads 25%+, grow revenue, and boost engagement.

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The Growing Importance of Sustainability

Gone are the days when sustainability was an afterthought. 

Today, eco-friendly practices like paperless ticketing, locally sourced catering, and waste-reduction initiatives are non-negotiable.

Hybrid and virtual conferences offer a great eco-friendly events option.

From reducing the event’s carbon footprint by eliminating air travel to creating a paperless and waste-free environment, today’s events save money while saving the environment. 

What are some ways you can embrace sustainability?

  1. Reduced Carbon Footprint: Eliminates travel emissions for attendees and speakers, significantly lowering the event’s environmental impact.
  2. Paperless Environment: No need for printed programs, badges, or handouts. Everything can be digital and accessible through an event app or website.
  3. Energy Efficiency: Less physical venue usage translates to reduced energy consumption for lighting, heating, and cooling.
  4. Sustainable Resources: Choose a virtual event platform powered by renewable energy sources whenever possible.
  5. Local Catering: Encourage attendees to support local restaurants by offering virtual food vouchers or meal kit delivery options.
  6. Sustainable Swag: If virtual swag bags are offered, include digital assets, eco-friendly merchandise, or charitable donations in the attendee’s name.
  7. Engaging Content: Design interactive presentations, polls, and Q&A sessions to keep attendees engaged and minimize energy consumption from idle screens.
  8. Offsetting Emissions: Partner with organizations that plant trees or invest in renewable energy projects to offset any remaining carbon footprint associated with the event.
  9. Knowledge Sharing: Include educational sessions or resources on sustainability best practices within the virtual event program.
  10. Data-Driven Approach: Use event platform analytics to track energy usage and identify areas for improvement.

Event planners are pulling out all the stops to minimize their environmental footprint, creating greener gatherings that align with society’s evolving values.

If you aren’t sure about how to make your next event eco-friendly, feel free to reach out to our event experts with your questions. We would be happy to strategize with you!

Adapt to the New Normal

The event arena has transformed drastically.

To thrive in this exhilarating new era, savvy planners like you must be nimble, swiftly adapting to these seismic shifts.

Embracing innovative in-person and virtual venues, leveraging technology, and prioritizing sustainability will unlock success!

The Challenges of Event Planning

Event planning is no walk in the park these days. 

In this fast-paced, ever-shifting world of event production, you face challenges that can unravel your event quickly.

From budgetary constraints to logistical labyrinths, these obstacles demand quick thinking and creative problem-solving from even the most seasoned pros.

The Balancing Act of Budget Management

Rising costs are the bane of every event planner’s existence.

With expenses skyrocketing across the board – from venue rentals to catering to marketing and technology – the pressure to deliver top-notch experiences on shoestring budgets is intense.

You’ve got to become a financial juggler extraordinaire, finding clever ways to stretch every dollar without sacrificing quality.

Some strategies for maximizing your event budget:

  • Scrutinize each line item like a hawk, sniffing out potential savings
  • Renegotiate contracts with vendors, playing hardball to secure better terms
  • Scout out alternative suppliers offering competitive pricing
  • Pursue event sponsorships and strategic partnerships to generate fresh revenue streams
  • Develop creative ticketing tiers to maximize income potential

Combining shrewd cost management with innovative revenue generation tactics, you can keep your event financially shipshape while still wowing your attendees.

Mastering Finances: Strategies

When it comes to taming the budget beast, precision matters.

Kick things off by putting your event budget under the microscope, carefully scrutinizing every line item for cost-saving.

Leave no stone unturned – from renegotiating vendor contracts to scouting alternative suppliers, even minor tweaks can yield major budget wins.

But slashing expenses is just one side of the coin.

True financial warriors like you also possess the ability to conjure up fresh revenue streams out of thin air.

Unleash your inner money magician by aggressively chasing event sponsorships, building mutually beneficial partnerships, and concocting innovative ticketing strategies.

Couple smart expense management with creative income tactics, and you’ll build an unshakable financial foundation while keeping stress levels in check.

 

Easy starting packages • Advanced options • Proven results

 

Navigating the Technological Maze

In today’s event landscape, technology isn’t just a nice-to-have – it’s indispensable. 

While digital tools offer mind-blowing possibilities for elevating events, they also bring headache-inducing challenges. 

Compatibility conundrums, security risks, and the need for specialized expertise can quickly become nightmares for event planners like you. 

To harness the power of innovation while deftly sidestepping potential pitfalls, you must navigate this high-tech minefield with the grace of a tightrope walker.

Must-have event tech tools:

  1. Comprehensive event management software for streamlined workflows and data-driven insights
  2. Accessible mobile apps to manage essential info and communication for attendees
  3. Virtual and hybrid event platforms with high-quality streaming and interactivity
  4. Robust analytics to measure engagement and continuously level up

Investing in the right tech stack and staying ahead of the curve can help you craft seamless, impactful experiences across every event format. 

From event management software to mobile apps to virtual platforms, the right tech toolkit can transform your event from a disaster to a seamless success.

Mastering Finances: Strategies

Investing in a comprehensive event management system is ground zero for any tech-driven strategy.

Seek an all-in-one platform that handles everything from registration and ticketing to attendee management and post-event analytics.

The best event management software will automate routine tasks, streamline workflows, and provide precious data insights. 

All-Inclusive Mobile Apps

Mobile apps are another must-have weapon in your arsenal.

A slick app puts all the vital event info right at your attendees' fingertips - schedules, speaker deets, interactive maps, networking features...the works.

Engagement boosters like live polls and push notifications keep your crowd plugged in and energized throughout.

Dependable Event Platform

As more events blend physical and digital elements, you need a dependable, feature-rich platform that delivers flawless streaming, near-perfect UI/UX, interactive networking, breakout rooms, and comprehensive analytics to gauge virtual engagement.

Want expert guidance & exclusive deals on top online event software? Contact us today and save!

As a preferred production partner with top virtual event platforms, we get exclusive discounts and pass the savings along to our clients.

The Quest for Customer Satisfaction

Today’s attendees are more discerning than ever before.

Their expectations have soared to dizzying heights – generic, one-size-fits-all events won’t cut it anymore. 

Guests crave personalized experiences, flawless execution, and authentic opportunities to connect and engage meaningfully. 

Meeting these lofty standards requires an inside-out understanding of your attendees’ preferences and a willingness to shatter creative boundaries.

Design Attendee-Centric Experiences

At the end of the day, your event lives or dies by one make-or-break factor: the attendee experience.

Putting your audience front and center from the start is the surest path to rave reviews and a loyal clan of returning attendees.

Start by going deep on your attendee personas.

  • What challenges are they facing?
  • What goals are driving them?
  • What motivates them to attend your event?

Use those insights to build an agenda that directly addresses their needs and desires – engaging content, interactive formats, and ample networking playgrounds.

Personalization is king in the event kingdom.

Mine attendee data to tailor every aspect of the experience to individual preferences – from customized schedules and session recommendations to curated one-on-one networking matches.

Thoughtful, personal touches make attendees feel seen and appreciated.

Gamification and Interactivity

And don’t underestimate the power of gamification!

Infusing your event with playful challenges, friendly competitions, and interactive explorations encourages attendees to dive in headfirst.

Not only does gamification amplify engagement, but it also injects a refreshing sense of fun and excitement into the whole shebang.

The Logistical Labyrinth

Logistical hurdles are the ever-present companions of event planners.

From coordinating transportation to managing moment-by-moment schedules, juggling the sheer volume of details is mind-boggling.

Throw in the inevitable curveballs – inclement weather, last-minute cancellations, technical glitches – and you’ve got a perfect recipe for sleepless nights and frazzled nerves.

Here’s how to master event logistics:

  1. Create a detailed timeline and run-of-show doc to keep everyone in lockstep
  2. Establish crystal-clear communication channels with all stakeholders
  3. Build contingency plans for potential disruptions or emergencies
  4. Leverage tech to automate and streamline logistical tasks
  5. Partner with rock-solid vendors who have a proven track record

With careful planning, effective communication, and an unflappable mindset, you can navigate even the most byzantine event landscapes like a boss.

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Join the Virtual Event Revolution!

Let our crew of creative tech wizards cast an online engagement spell to mesmerize your audiences into a virtual frenzy! 


Find Your Event Planning Champion: We & Goliath

With a dizzying number of moving parts to coordinate and competing priorities to juggle, event planning feels like a chaotic whirlwind.

That’s where joining forces with a battle-tested event production agency like We & Goliath can be a true game-changer.

Offload the logistical heavy lifting so you can focus on designing an unforgettable experience.

We & Goliath brings a formidable arsenal of expertise and resources.

We empower you to focus on the big-picture vision that drives your event.

From initial concept development to flawless on-the-ground execution, we’ll be your trusty sidekick every step of the way – infusing your event with fresh creative ideas, leveraging our extensive industry connections, and wielding our legendary problem-solving powers to vanquish any challenges that dare to rear their head.

ClickUp 2023 LevelUp Conference

Take ClickUp’s 2023 LevelUp conference, for example.

As experts in virtual event production, our team was brought on to handle the planning, coordination, and execution of the secondary content stages.

We worked closely with ClickUp’s internal team to create a cohesive experience across all event stages and streams.

Our team provided end-to-end services from planning to speaker management to post-production and streaming.

The result?

An epic event that broadcasted 26 action-packed sessions to 30,000+ attendees worldwide, setting a new bar for virtual event experiences.

2021 Global Forum for Responsible Recruitment

Or consider the 2021 Global Forum for Responsible Recruitment, where we partnered with two UN agencies and the Institute for Human Rights and Business to produce their first-ever virtual conference.

With 16 keynote sessions, multiple breakout sessions, and a focus on networking and idea exchange, we procured an enterprise-level platform, provided extensive speaker training, and delivered seamless live production.

The outcome was record-breaking attendance—five times greater than the previous in-person event—and a virtual experience that felt like an upgrade rather than a backup plan.

Together We Overcome Event Challenges

With an impressive track record of producing wildly successful events across a wide range of niches and a collaborative approach that seamlessly meshes with your team’s special working style, We & Goliath is the ultimate event production ally.

We pride ourselves on functioning as an integral extension of your team, fully immersing ourselves in your event’s mission and passionately committed to its triumphant success.

When you partner with We & Goliath, you’re not just gaining a production partner – you’re gaining a fiercely devoted event production superhero, ready to swoop in and save the day with our unparalleled expertise, boundless creativity, and unwavering dedication to your event’s victory.

Together, we’ll navigate the challenges of event production, conquering every obstacle in our path and emerging victorious with an event that exceeds your wildest dreams.

Unlock Your Event's Full Potential – Book Your Free Strategy Session Now!

Ready to revolutionize your next event and leave attendees starry-eyed for months? 

Our team of seasoned event experts has your back. 

We’ll work side-by-side to develop a tailored attack plan that maximizes your dollars, leverages bleeding-edge tech, and creates an experience your guests will buzz about for ages. 

Don’t let this opportunity to level up pass you by. Book your free strategy session today – it’s time to level up!

We & Goliath

We & Goliath is an award-winning, top 100 worldwide event agency known for increasing conference attendance by 7X and profits by 3X through beautifully designed virtual, hybrid, and in-person events. Since 1999, their team of innovative strategists and creative designers has worked with global enterprises, SMBs, non-profits, and other organizations to engage audiences and exceed expectations.

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