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.

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.