Written by Dianna Candido
Photographed by Elena Garcia
(Key insights from someone who has done it!)
Recently, we partnered up with Mahmoud Abunie, Public Affairs Specialist for San Mateo County Transit District, who successfully planned and executed a public event for 5,000 people. (Yes, we’re impressed, too.)
He shared his take on what works, where to put your focus, and what to do when things don’t go as planned.
Planning a Public Event with 5,000 People
What does it take to plan a public event with 5k people? A lot.
Even though getting the smaller details down is important, there are a few crucial pieces to planning a larger event that massively impact whether your event is a success.
For Mr. Abunie, it wasn’t just one big event… it was three.
“We had three events at three different locations throughout the peninsula for the public to see the trains and experience what the new fleet has to offer. We had big crowds at each event with few hiccups along the way.”
According to Mr. Abunie, one of the key factors is remembering that it is, in fact, a public event.
“Yes there are invite lists, but if the public decides to come you have to allow them to attend so it’s better to prepare for excess attendees.”
This is the sort of perspective you need to successfully plan a large public event — but it’s only one piece of the puzzle.
7 Insider Tips For Planning Your Big Event
Using the intel Mr. Abunie shared with us about his experience, along with our own research, we’ve put together seven insider tips to help you plan a successful (and memorable) large public event.
Order extra — of everything.
You might be tempted to skimp here and there in order to keep everything in a tighter budget, but when it comes to public events (especially larger ones) it pays off to be overly prepared. It would be awkward for everyone if the host ran out of food, drinks, attendance placards, information booklets, or (heaven forbid) seating for guests.
Do yourself a favor and make sure you get extras of everything. You never know when something might force you to adapt. Having extras at the ready gives you more flexibility and therefore more likely to have a successful event.
2. Account for the weather.
Surely you can skip this one if your event is indoors, right? Wrong. If it’s going to be rainy, you’ll undoubtedly want floor mats at all the entrances to minimize slips and water getting tracked throughout the event space.
Hot outside? Make sure you or someone on your team knows who to approach if guests need extra cooling off. (You’ll want to crank the air conditioning if temps are going to be high, of course.)
Cooler weather might mean you have a coat check, or warmer food options. If it’s windy, you’ll want “wind resistant tents” or other accommodations. Wind also can affect whether guests can hear speeches from speakers or announcements, or whether or not those paper plates will be blowing away and aren’t going to work out after all.
No matter what, weather affects events indoors and out, so regardless of your event location, be sure to consider typical weather for the time of year and the event space “plan b” options. And of course, check that weather report as early as possible.
3. Carefully organize a flow plan.
While public events do have invite lists, chances are there are going to be quite a few people there who aren’t necessarily expected to be there. When it comes to booths, displays, speakers, etc., carefully organize a flow plan that can accommodate larger crowds.
4. Be ready to adapt.
Despite all the diligent planning, something will inevitably need to be addressed. Which means when that elusive “something” occurs, you need to be ready to adapt, preferably with a solution already in your back pocket.
For Mr. Abunie, this adjustment came from a less than desirable wait time for those waiting for tickets for their raffle. Luckily, they pivoted and came up with an effective solution. After some consideration, “We allocated more space for the raffle portion and at the entry of the event we informed the guests which raffle they would like to attend.” That decision immediately addressed the issue, and things went smoothly from then on.
Be ready to adapt when presented with any issues, so if anything happens you don’t freeze up and end up with an event people remember for the wrong reasons.
5. Get the right people doing the right things.
This is one of our favorite highlights, and we don’t say that lightly. For events big and small, it’s crucial to delegate and appoint team members to handle specific details. Carefully consider who will best fit which roles, and assign tasks accordingly.
Abunie said it best when he described the effort it took him and the whole SamTrans team. “We had our creative team, Government relations team and our media relations team work together for these events. It’s a big effort that requires a lot of help.”
Don’t try to do everything yourself, and make sure a plan is in place that includes putting essential team members on essential tasks.
Which leads us to our next point…
6. Meet regularly with team members and any VIP involved.
All those people in the right places sounds well and good, but if you get your wires crossed (or miss a crucial email thread) it can completely derail your event.
Meet regularly, take notes, and continue to get updates regularly from your team. Communication across the task list will keep everyone on the same page and all event planning and execution running smoothly.
7. Choose your vendors carefully.
Do we even have to say it? Your vendors are a reflection of you as the event host. They need to be reliable, professional, and easy to work with.
When you work with vendors, it truly is a partnership. Don’t be afraid to do the research or take recommendations from others you trust to give you only the best recs. Consider their experience and expertise before signing any contracts.
If it doesn’t feel right to you — trust yourself. You don’t want to find out the day of that your vendor wasn’t a good fit.
Planning an event? Partner with the best.
As a full-service event rental company, we partner with event industry professionals who always go above and beyond for their clients and event guests. We’re careful about who we partner with, because we know what a difference it means to those planning events to have reliable vendors and participants.
Looking to partner with an event rental company that goes above and beyond? Reach out now, and tell us about your business or event. We can’t wait to chat with you and help you make your large event a massive success.
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