Let’s plan an event to remember.
Hosting an event is a fantastic way for your local business to connect with the community, build relationships, and boost visibility. But getting people excited to attend takes more than just picking a date and sending out an invite. A well-planned event with clear details, engaging activities, and strong promotion will ensure your turnout is as big as your vision.
In this guide, we’ll walk you through the essential steps to plan an event that your neighbors around Rutherford County, NC won’t want to miss. We’ll also review how sharing your event early helps get the word out while giving attendees enough time to plan around their busy schedules.
Step 1: Define Your Event’s Purpose and Audience
Before diving into the details, ask yourself two questions:
- What’s your goal for the event? Are you launching a new product, celebrating an anniversary, or hosting a workshop?
- Who is the intended audience for the event? A family-friendly festival will have a different feel than a networking event, and vice-versa.
Understanding your purpose and your audience helps guide the event planning process.
Step 2: Pick the Perfect Date, Time, and Location
There are a few factors to consider when setting the date for your event. A couple of things you’ll want to think about are:
- Community Calendars: Checking for conflicting events that might affect attendance.
If you’re hosting a smaller event while there’s a larger event nearby, it may reduce the number of attendees. - Convenience: Choosing the right time that works best for your target audience. An event planned for school-aged children during public school hours will reduce attendance rates.
- Accessibility: Ensure parking, seating, and accommodations fit your attendees’ needs to ensure your event is inclusive.
The more accessible and convenient your event is, the more people will show up!
Step 3: Nail Down the Event Details
Clear, detailed event descriptions help ensure the right people show up. Browsing through events is a lot like shopping for the right product. It’s always a good idea to include as many details as you can, so your attendees know what they can expect. It will also help leave room for the people who are interested in your event. We’ll talk more about why that matters, next week.
Here are the main details you should consider when planning your event:
- Who: Always include your business or organization’s name and any special guests or partners involved.
- What: A compelling event title and a brief, engaging description can get more people to click on your event.
- When: Including the date, start and end time, and any key schedule highlights can help people fit your event into their schedules.
- Where: Sharing the full address is crucial for people who aren’t familiar with your business or event location. Adding parking instructions can help if your event is in an inconspicuous or lesser known area, or if you share parking with others, like in a community plaza.
- Why: Lastly, adding the value of attending will encourage more people to show up—what will guests gain from coming? Tip: Think of how you’d invite someone face to face, and write exactly that in your event description.
Pro tip: If you’re listing your event online, ensure these details are easy to read and share.
Step 4: Make It Engaging
A good event is fun, but a great event is interactive!
Some ideas that can make your event more engaging are:
- Incorporating activities like raffles, Q&A sessions, live demos, or entertainment.
- Offering incentives such as discounts, giveaways, or exclusive previews.
- Encouraging social sharing by setting up a photo booth or event hashtag.
The more engaging your event is, the more people will talk about it and the more friends they’ll invite.
Step 5: Promote Your Event Early & Share Widely
You can have the best event planned, but if no one knows about it, they won’t come! There are multiple ways to share.
You can:
- Submit it to community event calendars (like ours!) at least a few weeks in advance. Of course, the sooner you can share, the better.
- Use social media like Facebook to create an event listing and post countdown reminders leading up to your event.
- Leverage partnerships by having local businesses, vendors, or influencers help spread the word. We’re always happy to help!
Bonus tip: Don’t forget to remind people as the date approaches!
Step 6: How to Create & List Your Event on Popular Platforms
Listing your event on multiple platforms increases its visibility and helps people RSVP easily. You can find quick and simple instructions on how to create events in your preferred platforms technical documents.
To get started listing your events, here are the most popular places to list your event online:
How To Create an Event on Facebook
How To Create an Event on Eventbrite
Don’t have a ton of time to create your event?
Prefer traditional pen and paper, or event flyers?
Want more eyes on your event?
Let Roco Round share your event for you.
Simply contact us with your event details and we will add your events directly to our Calendar. We send events out every Sunday, and yours has a chance to be featured!
Step 7: Follow Up & Keep the Excitement Going
After the event, keep the momentum alive:
- Post photos and videos on social media and tag attendees. Reaching out to your attendees is a wonderful way to celebrate the success of your event.
- Send a thank-you message to co-hosts, performers and sponsors. Thanking the people who had a hand in helping with your event is a great way to make a lasting impression.
- Ask for feedback to improve future events. Many people love to share their experience. Asking for feedback is a great way to show them you care that they were there while gaining insight on how to make your next event even better.
Showing appreciation builds goodwill and increases the chances of repeat attendees.
Conclusion
Planning a successful event isn’t just about the logistics—it’s about creating an experience that excites and engages the community. By sharing event details clearly, promoting early, and making your gathering engaging, you can ensure all the right people show up.
And don’t forget—if you want to get your event in front of more local eyes, submit it to our community calendar! We’d love to help you connect with the people who want to support you.
Now, go plan an event your neighbors will be buzzing about!