You’re Invited! How to Plan the Perfect In-Person Event

When the pandemic struck and the world took time off from in-person meetings, most of us said goodbye to planning and attending special events like conferences, training sessions and workplace holiday gatherings. Now that we’re moving back to “normal,” where we see one another face-to-face, it’s time to brush up on what goes into organizing events — everything from product launches and board meetings to professional conferences and holiday parties — in the workplace. 

Whether your event is hybrid, micro, or a more traditional in-person meeting, you might want to brush up on some planning rules to ensure that it’s stress-free and successful. Here are our top three tips to make your next event a memorable one. 

Know your goal 
What do you want to accomplish? What do you want your audience to take away — education, inspiration, entertainment? Once you set a specific goal, that idea should guide all your decisions moving forward. An event meant to convey the latest developments in aerospace to industry experts should look different from an event designed to inspire students to pursue careers in science or engineering. 

Mind the details 
Organizing an event can feel overwhelming, but a proactive plan can help to reduce stress and ensure all the important details are covered. Create a checklist of everything that needs to be addressed during the planning process. Some of the key topics might include: 

  • Date/Time/Location 
  • Budget 
  • Theme 
  • Guest List 
  • Distinguished Visitors  
  • Staffing 
  • Food and Beverage 
  • Program Format and Content 
  • Seating Requirements 
  • AV and Tech 
  • Photography/Video/Livestreaming 
  • Translation/Transcription 
  • Promotional Items 
  • Media 
  • Reasonable Accommodations for ADA Compliance 

Be your guest 
Navigate your event through the eyes of a guest from arrival through departure. Do you hit any roadblocks along the way (a locked door, no signs for the elevator or restrooms)? Or for a virtual event, too many clicks? Also, apply all five senses — taste, sight, sound, smell, touch — to create the right atmosphere. Consider a special soundtrack that will make your audience take note and smile, or plan a hands-on activity with which they can interact. These small touches surprise and delight, making your event truly memorable. 

Connecting with people, whether in person or virtual, is important for our growth as professionals and humans. And we at Spring Green are excited to gather next week in Nashville for our first in-person meeting of our full team since the start of the pandemic! 

by Melissa Price