You need to know what the sponsoring company cares most about and gather the numbers that speak to those specific elements. You should always lead with your most compelling stats, and it’s on you to find them. The best sponsors are those that fit in well with the purpose or message of your event. At the obvious level, a mountain biking exhibition will seek out gear companies. But on a deeper level, what about sponsors in ancillary industries like nutrition?

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And to create an experience, every little piece of the event needs to map back to the purpose, from the venue to the food. That way you can collect all the things you have to do and why you’re doing it in one place. Using a checklist for event planning can be done in conjunction with project planning tools. Also, there are few things more satisfying than crossing something off your list. You have to manually update everything and it’s not very collaborative.

You can also explore the content produced by these groups to learn more about the needs of your market. Start by researching what your competitors charge to determine your rates. This will give you a basic understanding of how similar business price their services. Then, consider whether you will quote on a fee basis (I.e., a fixed charge for work) or a time-charge basis (I.e., an hourly rate for any work). Choose a full-service provider that offers quick, easy and convenient ways to accept payments.

Every great event planning business starts with data collection. After all, it’s nearly impossible to understand your customers, their challenges, and what they want out of your services if you don’t have the findings to support your ideas.

If you used an event-planning app with a feedback option, you can use it to ask attendees questions. This information will help you determine if the event met your original goals and what impact, if any, it had on the attendees. You can then share this information with all the relevant stakeholders so an appropriate follow-up can be planned. The lessons you learn will help you refine your planning for the next event. Once you have set your objectives and defined the audience, it’s time to choose a theme or topic for the event and determine the best format for presenting it to your guests. No, vFairs doesn’t offer a free trial, however, you can book a demo with us to get a detailed look into what vFairs can do to support your event planning needs.