How to Plan and Execute an Epic Event

As a photographer, I have been to many creative events hosted by camera brands such as Socality x Canon Creator Lab, Sony, and Fujifilm. All of these events were epic in their own right. Each camera brand hosted its events differently from the venue, what the event offers, impact, vibes, and memory. It got me thinking about how public relations programs in colleges can learn from each camera brand’s event and how to execute it.

Location, location, location

Location is the single most important part of event planning. It should suit the following factors:

• Theme
• Capacity
• Type of event
• Accessibility (By public transit or car, parking, accessible ramps, entrances and exits, etc.)

When planning an event, each group should take into consideration why it chose the venue. A prime example would be Socality x Canon Creator Lab’s Sail Into Summer held at The Tall Ship Kajama. Where photographers and videographers collaborate with models sailing along Toronto’s Waterfront, capturing stunning views of the city’s skyline and photographing models on the ship. The event also marks the first day of summer, making it a Toronto summer, and it’s a vibe in its own right. 

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Toronto is blessed with many spaces to host events, such as the East Room, The Well, Daniels Spectrum, offices, photography studios with a huge capacity, third-wave coffee shops with huge capacity, university campuses, and many more. Utilizing these spaces can make a first impression for guests and it’s something for guests to marvel at.

Music

Music sets the vibe of the event. There’s got to be one person in the room who has crafted a unique playlist full of eclectic genres that is a huge alternative to Top 40. A playlist is a delicate art of finding a hidden gem while crate digging to a point where it’s about finding the perfect blend of eclectic beats and immaculate vibes. Although the event will take you through the night, it will leave you in a state of bliss that lives in your head rent-free.

Sponsorships

Who doesn’t love sponsorships? Sponsorships are the backbone of event planning for securing food and drink donations, hosting the event, and accessing services provided by the venue, from security to catering. You could start small by supporting local businesses, resulting in a great ROI for promoting the business.

Photography and videography

A picture is worth a thousand words. Videos are cinema. It is really important to capture the memories of the event. It’s a way to revisit and relive the memories from the event. My high school prom 13 years ago is a prime example of that. Priceless memories, priceless moments. Memories that will last a lifetime.

Plan B

What happens when everything goes wrong? A storm? Photography and videography crew can’t make it at the last minute? Traffic congestion? It’s extremely important to have a contingency plan for all the scenarios that can happen on the day of the event. Mitigate every risk and think of an alternative plan, such as having an alternative date and constantly communicating with your vendors.

Event wrap-up

Now that the event is done after the teardown and some more mingling comes the post-mortem of the event. What went right? What went wrong? What improvements can be made to make the event better and more epic? There are a lot of factors that go into place. It will be a stepping stone for future events going forward.