Site icon TrunkNotes

Tips and Tricks for First-Time Large-Scale Event Planning

event planning

Hey, first-time event planners! If you’re reading this, chances are you’re working on event planning of your very first large-scale business event. Let me tell you, you’re in for an exciting ride with a lot of responsibilities. Planning an event for business seems a bit overwhelming at first, but fear not – we’ve got your back. Everything is easily possible when you have the right planning and are clear about your goals. It’s teamwork and you should know how to get the help of your team.

According to our first experience, technology rentals (iPad rental, VR rental, and Tablet hire, etc.) help a lot during event planning. We manage a lot of event stuff within minimum time and budget due to technology help. Here, we’re going to share some easy-to-follow tips and tricks that will help you navigate through the world of large-scale business event planning with confidence. So, grab your notepad, and let’s start taking notes of these tips so you can easily plan your next event without any hassle.

Set Clear Goals of Event Planning

First things first, before you start something big, take a moment to define your event’s goals. Are you looking to boost brand awareness, generate leads, or want to increase industry connections? Having a clear understanding of your objectives will guide your entire planning process and ensure that every decision you make is according to your end goals.

Create a Budget (and Stick to It)

Budgets might not sound like the most exciting part of event planning, but trust us, they’re important. Determine how much you’re willing to spend on different aspects of the event – venue, catering, marketing, decorations, and so on. Remember, a well-planned budget can prevent unexpected financial issues. Make smart selections (for example: Use rental technology) to be in your budget.

Gather Your Dream Team

Event planning is not a one-person show. Recruit a reliable team of individuals who bring different skills to the table. Whether it’s handling logistics, designing eye-catching visuals, or managing social media promotions, having the right team members will make your event planning journey smoother. You can get help from your existing employees or hire someone professional for this purpose.

Choose the Perfect Venue

Selecting the right venue can make or break your event. Consider the size, location, and benefits of the venue according to your event’s theme and goals. Make sure the venue aligns with the vibe you’re aiming for and can comfortably accommodate your expected number of attendees. Select a venue that is easily accessible.

Engage with Attendees through Social Media

Promote your event on social media platforms to build anticipation and engage with your target audience. Share sneak peeks, behind-the-scenes moments, and interactive posts that encourage attendees to participate and spread the word. Start this type of promotion before the event to create hype.

Prioritize Attendee Experience

Remember, your attendees are at the heart of your event. Focus on creating an unforgettable experience for them. From personalized welcome kits to engaging sessions and thoughtful networking opportunities, every element should contribute to their overall enjoyment. Make your business event less boring and more informational in a fun way. Use the new trend of gamification in business events to engage attendees.

Use the Power of Technology

In the digital age, technology is your best friend. Use event management software to keep track of tasks, deadlines, and team communication. Create a user-friendly event website where attendees can register and access essential information about the event. You can get the help of technology rental (iPad rental, Tablet rental, VR rental, etc.) to manage your work on updated devices. As these are very much updated so you don’t need to worry about operating them.

Test, Test, Test

As the event date is near, conduct thorough testing of all technical equipment, presentations, and activities. This minimizes the risk of embarrassing mishaps during the event and allows you to iron out any problem. When you hire technology devices, these companies will provide you with ongoing support throughout the event.

Stay Calm and Flexible

Leading up to the event, stress levels might spike, and that’s okay. Take a deep breath, stay flexible, and remember that no event is perfect. Your positive attitude will set the tone for the entire team. Keep appreciating your team during the event management and take creative control of the event. Send a Thank you message to your team and event attendees at the end of the event.


Congratulations, you’ve made it through your first learning in large-scale business event planning! While it might seem like a lot to take in, remember that each step you take brings you closer to creating a remarkable event. So go ahead, put these tips and tricks into action, and enjoy the journey of planning an event. If you find these tips useful and these tips make your event better than before please let us know in the comment box. Happy Event Planning!

Exit mobile version