• Shalini Chawla

Most Imperative Elements To Focus While Planning Any Event

Updated: Mar 18, 2019

I always get thrilled to see the way events are organized, all the decorations, the little details that are put up to catch the eyes of the audience.

Professionals think that arranging an event is to gather all the concerned personnel under one roof and assign specific jobs. However, for event planners, it’s probably the worst thing to do when it comes to arranging an event.


To make an event a great success there are five elements that are most imperative to consider while planning any event. It's what makes your event come to life and exist through your attendees’ experience of it. This blog would help to deliver the knowledge about these elements that would help event management companies to organize matchless and successful events for its audience. Let's see what are these elements and why is it so imperative for any event management companies?


Core infrastructure, concept, audience, core talent, and marketing tool are the star elements an event planner should give specific importance to.


1. Core infrastructure


It is the most crucial element without which any event can’t survive to its best.

Furniture - Can you imagine an event without any furniture placed in it? I’m certain you can’t. A more organized, clean and ingeniously designed furniture will definitely catch the eyes of the audience. Shabby, obsolescent furniture will always get bad word of mouth, none of the event organizers would like to experience it.

Audiovisuals - The expectations of a client from an event planner has risen to an all-time high. Therefore, one of the ways to exceed such expectations is by putting lucrative audiovisuals that would make an event look more lively and dreamy but at the same time, it should be relevant to the need of an event.


Lighting - You know when you say its “LIT”, it’s because of the beautiful lights that you see being decorated creatively. Apparently, it makes the event full of life and worth experiencing.


Depending upon the degree to which the event category is structured the requirements of the type of furniture, audiovisuals and lightings may vary.


2. Concept


Every Client’s demands are different and so has to be the planning of the event planners. It's the core responsibility of the event organizers to analyze the concept of every event and strategize the theme according to the requirements of the event well in advance.


Be it formal or informal each event has an underlying concept in it. We may call concept like a root of a tree that generates the energy and lays down the base for the type of tree that shall grow.


3. Audience


An event is conceptualized, planned and organized keeping in mind the core people i.e. the audience or the target groups, their characteristics and the behavior. The actual event design varies with the demographic profile of the target audience as well as the number of targeted audience.

This element is imperative because clients’ marketing requirements vary and depending on it, event organizers should decide the audience to be targeted and then further decide the theme, the artist or performance requirements and where the event will be held.


Moreover, It is not only the demographic profile that matters for designing successful events but the number of people also, because the venue and other related costing are decided on the basis of the number of expected audience.


4. Core talent


Aren’t you more engaged in an event which is interactive and has a lot of entertainment into it? event management companies hire talented artists to add entertaining flavors. It is the core talent that attracts and influences the audience. In a Dance show, the type of audience that is attracted to the event depends on the talent of the performer.

An example that can be cited here is in a cultural event, that has different activities. So, the talent required for singing would be different from the talent required in dancing, painting etc


5. Marketing Tool


Everything planned and executed well won’t work if the event is not marketed to the right audience. For events like sports or any specific game, who needs registrations from different teams or an event that has been organized to raise funds for an NGO, will that event be successful without any marketing tool? How would they get the audience to participate in it? certainly promoting such events is quite imperative for the event organizers. Hence marketing tools are important elements as well.

All of the above elements are crucial for an event’s success. Depending on the nature of the event that is being organized, the degree of the elements being utilized may vary and event planners would definitely understand this. The successful event management companies are the ones who focus on these elements so why stay behind? strategize your events smartly. I hope my blog would help to imbibe knowledge for planning events more effectively and efficiently.

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