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Creating a Brand-New Event From Scratch: A Step-by-Step Guide

The thrill of creating a brand new event is unparalleled. It’s your opportunity to bring a fresh concept to life, curate unique experiences, and leave a lasting impression on your audience.

But where do you even begin?

Planning a successful event, especially a large-scale completely new one, requires meticulous organization, strategic execution, and a good dose of creativity. This step-by-step guide will equip you with the essential roadmap to bring your event vision to fruition.

1. Define Your Event Goals and Objectives

Every event needs a purpose. What do you hope to achieve with this event? Is it to educate, entertain, network, or generate leads? Clearly defined goals will steer your entire decision-making process, from budgeting to marketing.

  • Target Audience: Who are you trying to reach with this event? Understanding your ideal attendee is crucial for crafting a program that resonates with their interests and needs.
  • Event Format: Will it be a conference, a workshop, a concert, or a product launch? The format should align with your goals and target audience.

2. Brainstorm a Compelling Event Theme

A captivating theme sets the tone for your event and sparks attendee interest. Here are some tips for crafting a stellar theme:

  • Relevance: Ensure the theme aligns with your event’s goals and target audience.
  • Uniqueness: Strive for a theme that stands out from similar events.
  • Clarity: Keep it concise and easy to understand.
  • Intrigue: Spark curiosity and a desire to learn more.

3. Develop a Budget and Secure Funding

Creating a realistic budget is paramount for a successful event. Here are some key cost factors to consider:

  • Venue Rental: This will be a significant expense. Consider factors like location, size, amenities, and catering options. The Utah Valley Convention Center (UVCC) is a full-service venue conveniently located in historic downtown Provo. They offer 83,578 square feet of flexible event space to accommodate a variety of event formats, from large conferences to intimate gatherings. Utah Valley Convention Center is a great option and even have a virtual tour and free Event Cost Estimator Tool.
  • Marketing and Promotion: Reaching your target audience requires strategic marketing efforts. Explore various channels like social media, email marketing, and influencer outreach, keeping your budget in mind.
  • Speakers and Entertainment: Guest speakers, performers, or entertainment can elevate your event’s value proposition. Factor in their fees and travel expenses into your budget.
  • Food and Beverage: Whether you offer full meals, refreshments, or snacks, catering costs need to be accounted for.

Once you have a comprehensive budget breakdown, explore funding options. This could include ticket sales, sponsorships, grants, or partnerships.

4. Secure the Perfect Venue

The venue selection significantly impacts your event’s logistics and attendee experience. Here are some key considerations:

  • Location: Consider accessibility, proximity to your target audience, and parking availability. The UVCC’s central location in Provo makes it easily accessible for attendees throughout Utah Valley and the surrounding areas.
  • Size and Layout: The venue should comfortably accommodate your anticipated number of attendees and your desired event format. The UVCC offers a variety of flexible spaces that can be configured to suit your specific needs.
  • Amenities: Does the venue offer essential amenities like audio/visual equipment, catering services, internet access, and restrooms? The UVCC is a full-service venue that provides all these amenities and more. They have a dedicated events team to ensure a smooth and successful event.

Get a Free Event Estimate

Looking to plan an event near Provo, Utah? UVCC might be a great option!

Event Estimate Tool

5. Craft a Compelling Event Program

The program is the heart of your event. It should provide value to your attendees and keep them engaged. Here are some tips:

  • Variety: Incorporate a mix of presentations, workshops, networking sessions, and entertainment to cater to different learning styles and preferences.
  • Content Quality: Ensure your content is informative, engaging, and relevant to your target audience.
  • Speaker Selection: Invite speakers who are experts in their field and have a proven track record of captivating audiences.

6. Develop a Marketing and Promotion Strategy

A well-executed marketing strategy is critical to attracting attendees and generating excitement for your event. Here are some key channels to leverage:

  • Social Media: Create engaging content on platforms frequented by your target audience.
  • Email Marketing: Build an email list and send out targeted email campaigns to promote your event.
  • Public Relations: Secure media coverage by issuing press releases and pitching your event to relevant media outlets.
  • Influencer Marketing: Partner with industry influencers to promote your event to their followers.
  • Website and Landing Page: Create a dedicated website or landing page for your event with detailed information, registration forms, and a countdown timer.
  • Paid Advertising: Consider running targeted ads on social media platforms and search engines to reach a wider audience.

7. Plan Logistics and Operations

Smooth event logistics are crucial for a positive attendee experience. Here are some key operational considerations:

  • Registration and Check-in: Streamline the registration process with online registration options and efficient on-site check-in procedures.
  • Event Staffing: Hire or recruit volunteers to assist with registration, crowd control, and other operational tasks.
  • Technology: Ensure that all necessary technology, such as audio/visual equipment, internet access, and presentation software, is properly set up and functioning.
  • Contingency Planning: Develop a plan for unforeseen circumstances, such as weather delays, technical issues, or speaker cancellations.

8. On-Site Event Management

During the event, focus on creating a welcoming and engaging atmosphere for your attendees.

  • Attendee Engagement: Organize interactive activities, networking opportunities, and social events to foster connections among attendees.
  • Feedback Collection: Gather feedback from attendees through surveys or feedback forms to identify areas for improvement for future events.
  • Event Monitoring: Continuously monitor the event flow, address any issues that arise promptly, and ensure the overall experience is positive.

9. Post-Event Evaluation and Follow-Up

After the event, take time to analyze its success and identify areas for improvement.

  • Data Analysis: Review event data, such as attendance figures, feedback surveys, and social media engagement, to gain valuable insights.
  • Financial Review: Analyze event expenses and revenue to determine overall profitability.
  • Post-Event Communication: Send thank-you notes to sponsors, speakers, volunteers, and attendees.
  • Future Planning: Use the insights gained from the event evaluation to plan and improve future iterations.

10. Leverage Technology

Technology can significantly enhance the planning and execution of your event.

  • Event Management Software: Utilize event planning software to manage registrations, track RSVPs, send email communications, and create schedules.
  • Virtual and Hybrid Events: Explore virtual or hybrid event formats to reach a wider audience and increase accessibility.
  • Event Apps: Consider developing a mobile app for your event to provide attendees with schedules, speaker information, maps, and other relevant information.

Conclusion

Creating a brand-new event is a challenging but rewarding endeavor. By carefully planning, executing, and evaluating each step, you can increase your chances of creating a successful and memorable experience for your attendees. The Utah Valley Convention Center (UVCC) is an excellent venue option to consider for your next event. With its flexible spaces, full-service amenities, and experienced team, the UVCC can help bring your event vision to life. Visit their website at Utah Valley Convention Center to learn more about their offerings and schedule a tour.

Disclaimer: This article provides general guidance. The specific requirements and best practices for planning events may vary.

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Planning Your Event

How to Choose the Perfect Convention Center for Your Event: A Comprehensive Guide

Planning a successful event, whether it’s a bustling trade show, a thought-provoking conference, or a product launch extravaganza, hinges on a crucial decision: selecting the right convention center.

This venue serves as the foundation upon which your event thrives, creating the atmosphere, facilitating logistics, and ultimately influencing attendee satisfaction. However, with a multitude of convention centers available, navigating the selection process can feel overwhelming.

This comprehensive guide will help you to sift through the options and identify the perfect convention center for your event. We’ll delve into the key considerations, from capacity and amenities to location and cost, ensuring you make an informed decision that sets your event up for success.

Cruising Through the Key Factors: Selecting the Ideal Convention Center

Choosing the ideal convention center requires a multi-faceted approach. Here’s a breakdown of the essential factors to consider throughout your selection journey:

  • Capacity:

    • Attendee Numbers: This is the starting point. Accurately estimating the number of attendees you anticipate is crucial. Cramming too many people into a small space creates discomfort and hinders networking opportunities. Conversely, a vast, empty hall in a venue too large can appear sterile and dampen enthusiasm.
    • Exhibitors (Optional): If your event includes a trade show component with vendors showcasing products or services, factor in booth space requirements. Consider the number of exhibitors and the desired size of their booths.
    • Breakout Sessions: Many events incorporate breakout sessions for smaller group discussions and workshops. Ensure the convention center provides sufficient breakout rooms with appropriate seating capacity for these sessions.

  • Amenities:

    • On-site Catering: Reliable on-site catering services are essential for providing refreshments and meals throughout the event. Prioritize a venue with either in-house catering or established partnerships with reputable providers offering diverse options to cater to various dietary needs and preferences.
    • Audio/Visual Equipment: Seamless audio/visual capabilities are instrumental for presentations, keynote speeches, and creating an engaging atmosphere. Does the convention center offer a comprehensive selection of audio/visual equipment rentals, or will you need to source them externally?
    • Internet Connectivity: In today’s tech-driven world, strong and reliable Wi-Fi throughout the convention center is a must-have. This facilitates communication between attendees, allows for live streaming of presentations, and enables online event elements if applicable.
    • Technical Support: The unexpected can happen. Opt for a convention center with experienced technical support staff readily available to troubleshoot any equipment malfunctions or address technical difficulties during your event.
    • Business Center: A business center within the convention center provides a convenient location for attendees to access computers, printing services, and other administrative necessities.

  • Location:

    • Accessibility: Prioritize a location readily accessible to attendees, speakers, and vendors. Proximity to major highways, airports, and public transportation options is a significant advantage, minimizing travel time and maximizing convenience for attendees. 
    • Target Audience: Consider the demographics of your attendees. If your event targets a local audience, a centrally located convention center might be ideal. For events attracting a national or international audience, a venue near the airport or offering easy access to hotels becomes more crucial.
    • Parking Availability: Ample and accessible parking is essential for attendees and vendors. The chosen convention center should either offer sufficient on-site parking facilities or provide access to nearby parking options. 
    • Area Amenities: Consider the surrounding area when making your decision. Proximity to hotels, restaurants, and entertainment options can enhance the overall attendee experience. For out-of-town attendees, a vibrant and interesting surroundings might be a factor in choosing your event.

  • Cost:

    • Rental Fees: Obtain a comprehensive breakdown of rental fees associated with the convention center space. Be sure to factor in additional costs like furniture rentals, security, janitorial services, and potential overtime charges.
    • Catering Services: Inquire about catering packages and pricing options offered by the venue or its preferred vendors to find a solution that aligns with your budget.
    • Audio/Visual Equipment Rentals: If external audio/visual equipment rentals are necessary, factor in their cost when comparing different convention centers.

Additional Considerations:

Beyond the core factors, additional considerations can influence your final decision:

  • ADA Compliance: Ensure the convention center is fully compliant with the Americans with Disabilities Act (ADA) regulations to provide equal access for all attendees.
  • Security Measures: The venue should have adequate security measures in place to safeguard attendees, exhibitors, and their belongings.
  • Sustainability Initiatives: Convention centers with a commitment to environmental responsibility through green initiatives might be a more conscious choice for event organizers.

Request an Event Estimate

Learn why the Utah Valley Convention Center is the perfect choice for your next event. Contact us today to book your event!

Event Estimate Tool

Utah Valley Convention Center: Your Premier Event Destination

When it comes to selecting the perfect convention center in Utah Valley, the Utah Valley Convention Center (UVCC) stands out as a premier choice. This state-of-the-art facility offers a comprehensive range of features and services that cater to a diverse array of events, from intimate gatherings to large-scale conferences and trade shows.

Key Features and Benefits of UVCC:

  • Versatile Event Space: UVCC boasts over 83,578 square feet of flexible event space, accommodating events of various sizes and configurations.
  • Prime Location: Situated in the heart of Utah Valley, UVCC offers easy accessibility for attendees and exhibitors, with convenient access to major highways and transportation hubs.
  • Exceptional Amenities: The center provides a wide range of amenities, including state-of-the-art audio/visual equipment, high-speed internet, on-site catering, and business center services.
  • Dedicated Event Planning Team: UVCC’s experienced event planning team is committed to providing personalized service and ensuring a seamless event experience.
  • Sustainability Initiatives: The center embraces sustainable practices, minimizing its environmental impact and offering eco-conscious event solutions.

By choosing UVCC, you’re selecting a venue that combines functionality, aesthetics, and exceptional service to elevate your event to new heights.

Conclusion

Selecting the perfect convention center for your event is a critical decision that can significantly impact the overall success of your gathering. By carefully considering the factors outlined in this guide, you can identify a venue that aligns with your specific needs and budget.

The Utah Valley Convention Center (UVCC) stands out as an exceptional choice, offering a combination of spacious facilities, a prime location, exceptional service, and a commitment to sustainability. By choosing UVCC, you can create a memorable and impactful event that will leave a lasting impression on your attendees.

Ready to host your next event at Utah Valley Convention Center? Contact us today to schedule a tour, discuss your event requirements, and experience firsthand how UVCC can elevate your event to new heights. Fill out our convenient online form to receive a quote for your event or call (801) 851-2200 to start planning your unforgettable event.