PHASE 1

1.   Identify Your Attendees

Maximizing interest for an event stems from a grasp of what potential attendees will want to experience.  Previous events often show a pattern and feedback which can be built upon. 

 

2.   Pre-Event Planning, Content, and Timelines

To create a successful event, it's important to have a clear idea of the event's scale, timing, and purpose. Consider your target audience, their preferences, and their willingness to travel and pay. This will help you create a rough blueprint for your event.  If you don't have a venue selected yet, we can assist in negotiating hotel contracts.  Our team is experienced in venue selection and rate negotiation, which can greatly influence attendee turnout and help you stay within your budget.

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When choosing a venue, we take into account the client's wish list, including amenities, attractions, transportation options, and weather considerations. We avoid scheduling events during major sporting events, political rallies, or school breaks and holidays. We also provide transportation and logistics support, as they play a crucial role in the success of an event. The venue's room charges, meeting spaces, food options, and local activities can enhance the overall experience and make the event more enjoyable.

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To help clients better understand the facility, amenities, and local attractions, we organize event site selection trips to the chosen city and hotel property. This allows clients to get a firsthand look at the venue and make informed decisions.

 

3.   Site Selection, Feasibility, Budgeting and Forecasting

It's important to strike a balance between choosing valuable content and managing the expense, as this can impact attendee satisfaction and income. Calculating different profit and loss scenarios is essential during this phase. Expenses come in three forms:

 

1. FIXED COSTS like venue rental and audiovisual equipment 

2. PER PERSON EXPENSES such as meals and refreshments

3. DISCRETIONARY COSTS like aesthetics/decor, marketing, or promotional items. 

 

Some clients may have a fixed budget, such as those with a grant. For this, we bring the biggest bang for buck through our efficiencies.  Alternatively, for most planners, their event has to generate a profit to support their organization. This is particularly true for associations holding Annual Conferences and Continuing Education programs. Debut Media helps find the right balance between providing high-quality content with affordability.  Premium content often increases costs but attracts more attendees willing to pay higher admission fees. Thinking about scalability in advance is also important as it allows for increased attendance and profitability. It's crucial to consider all available options to make informed decisions.

 

Once the variables have been determined, the feasibility of the content and financial aspects can be calculated. This phase concludes with the locking in of the event location and dates.