---
title: Large-scale event planning best practices
description: Illumine8 offers event planning best practices for marketers.
---

[Strategic Marketing, Sales & Customer Experience | Illumine8 ](https://www.illumine8.com/blog)

# [Large-scale event planning best practices](https://www.illumine8.com/blog/large-scale-event-planning-best-practices)

 Written by [Illumine8 Staff](https://www.illumine8.com/blog/author/illumine8-staff) | Dec 12, 2016

Congratulations! It’s time to plan your first large-scale event.

While many people think that large-scale events require the same effort, time, and practices as [small-scale shindigs](https://blog.illumine8.com/event-planning-tips-for-success-0-0-1), it’s not quite that easy. Larger events will most likely have more people to entertain and more space to decorate. This requires more invitations to send, and more vendors to coordinate. You get the picture.

While it’s going to take a lot more planning, here are a few event planning best practices for newbies:

#### **The Venue**

- Instead of spending money on live entertainment (a band, comedian, speaker), find a space that will give your audience a brand-new experience. This could mean swapping a boring hotel conference room with a downtown bar or historic home. This will give guests something to talk about -- just be sure your client is the right fit for your change of scenery before you book.
- Add 1/3 more space than you think you need. This will provide room for extra guests, excess AV equipment, and more.

#### **The Vendors**

- Get full quotes for taxes, delivery, and services. Some vendors will provide an “estimate,” but this means they can add frivolous hidden agreement fees, like WiFi, electricity, trash removal, overtime, and insurance, after they provide the service.
- Create a [production schedule](https://blog.illumine8.com/best-collaboration-tools-for-growing-businesses), especially for vendors that require truck loading like a catering company or AV tech team. This schedule will help you remember who is supposed to arrive and leave at what time, so there’s not a back-up in the parking lot as guests arrive.
- When you first talk to a vendor, you will most likely reach a [salesperson](https://blog.illumine8.com/creating-an-effective-service-level-agreement-to-align-marketing-sales) who will not be at your event. Instead, find an on-site point of contact. They are the ones who can accurately discuss logistics and make suggestions.
- Ask for a discount, or negotiate. If you’re working with a non-profit, or if it’s your first time enlisting their help, some vendors will give you a reduced cost for services. If they don’t budge, try to negotiate by offering to place their [logo](https://blog.illumine8.com/logo-redesign-best-practices) in the venue or on RSVPs, or by promising to leave positive reviews via social media.

#### **The Client**

- Communicate with your client throughout the whole process:

You worked so hard to plan this large-scale event. After all is said and done, ask your client for feedback. Send them an invite to leave a review on your social media sites, and say thank you to all of your vendors for their help. A little thanks (and constructive criticism) goes a long way.

If you need help planning your next small — or large-scale event, feel free to contact us.

[View full post](https://www.illumine8.com/blog/large-scale-event-planning-best-practices)

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