As we wrap up another successful year, it’s crucial to look ahead and prepare for the opportunities that 2025 will bring. Whether it’s your first event or your hundredth, event planning is stressful. The start of a new year is the perfect time to evaluate your event strategies, refresh your setups and designs, and ensure your team is ready to make an impact.
We’ve put together a checklist for preparing for events in 2025 to enable you to hit the ground running:
1. Establish your goals and objectives
The best place to start is knowing what you want. Set goals for what you want to get out of your events and the objectives you want to achieve. This could include lead generation, brand awareness, or direct sales. Some questions you might want to ask yourself at this stage include:
• What is your event’s purpose?
• How many people do you want to attend your event?
• How much profit do you want to make?
• How much will tickets cost?
• Where will your event take place?
Evaluate your performance from 2024 to see what worked and what didn’t, and adjust your goals accordingly.
2. Put together a rough budget
When preparing a rough budget for an event, we recommend using historical figures as a baseline. You could also contact multiple vendors to obtain multiple estimates and fill in the gaps with educated guesses. Ensure you’re investing wisely in your event and see where you can optimise costs without compromising quality.
3. Select a date
Choose an optimal date and a second-best option as a backup. Depending on the size of your event, you might want to coordinate with other events or seasons. When choosing your date, keep your target marketing in mind.
4. Choose a location
Another decision where keeping your target marketing in mind is crucial. Your location should be aligned with your objectives, nature, and event budget. Some questions to consider include:
• How many people will be attending?
• Does the venue have the infrastructure you need?
• Is the venue accessible?
• Are there local vendors you can rely on for help?
5. Arrange staffing
A good event needs good staff, which can’t be arranged at the last minute. Working with an event staffing company like Coalition will give you peace of mind, as we can supply talented staff for your event across a wide range of roles. From hosts and greeters to the event managers themselves, we’ve got it all at Coalition.
We’ve successfully staffed thousands of events, from award ceremonies to live-action immersive experiences, so you can rest assured your event is in safe hands.
Want to learn more about the events we’ve successfully staffed? Click here to see our work.
6. Create your advertising materials/build your marketing strategy
This might take the form of a website where attendees can RSVP, or a major push on social media. Either way, this needs to be carefully planned and produced in advance. Develop messaging that aligns with your event’s brand and utilise digital marketing tools and social media.
Key Trends and Strategies to Consider in 2025
To stay ahead of the competition, you need to stay current with the latest industry trends. Here are 3 things to keep in mind when planning events in 2025.
• Artificial Intelligence: AI is affecting most industries nowadays; the event industry is no different. At the moment, it’s primarily affecting how people market their events, with AI-powered tools used to write event descriptions and copy. There has also been a rise in AI ticket pricing and marketing targeting using machine learning algorithms.
• Popular Event Types: The most popular types of events are music, festivals, sports, conferences and exhibitions. Focusing on popular areas is always a good idea.
• Virtual Events: Virtual events remain popular. Organisers and attendees both appreciate lower costs, and there is the added benefit of reaching a wider audience.
Ready to get started on your 2025 events? Contact Coalition today for all your event staffing needs.
