30 min read

INFOGRAPHIC:
HOW FAR OUT FROM AN EVENT TO HIRE YOUR PLANNER

By: Oana Borcoman | 08.24.2018

30 min read

INFOGRAPHIC: HOW FAR OUT FROM AN EVENT TO HIRE YOUR PLANNER

By: Oana Borcoman | 08.24.2018

30 min read

Knowing when to hire your event planner is crucial in the success of an event (and your budget). Giving yourself ample time to plan the event allows room for negotiations with vendors, lead time for attendees to have it on their schedule, time to promote the event and the ability to customize it more than ever before.

The infographic below illustrates how long before the event date to hire your event planner or activation manager. Please keep in mind that this is in generic terms. Each event has its own details, level of customization, number of attendees and expectations that may alter the amount of time needed to plan and execute.

Another thing to keep in mind is the listed time frames are when the event planner should be hired to begin, NOT when you should start vetting out your options for planners or agencies.

INFOGRAPHIC: How Far Out from an Event to Hire Your Planner by EVOKE Experiences

Let’s take a look at what events fall under which time frame and why. Rushing an event leads to more stress, more unnecessary spending with less power to negotiate or shop around, and typically fewer options on venues, caterers and various customization.

1.5 YEARS OUT FROM YOUR EVENT

This category of event is special because any event that takes over a year to plan is a BIG one, and typically these events are started well before that year and a half even. However, if you need more than a year and a half to start planning the event, you are likely starting something revolutionary from the ground up and probably in its first year. While the ideation for that sort of event may begin even two years in advance, the event teams are likely not chosen until about a year and a half out.

Events that require a 1.5 year lead time for planning are (but not limited to):

  • Specialty Events

  • Major Sporting Events (i.e. events surrounding Super Bowl, Masters, US Open, etc.)

  • Major Festivals (i.e. SxSW/Activations, Food & Wine Festivals, Music Festivals & events surrounding those)

  • Festivals or Large Scale Public Events with Talent & Sponsors

The above mentioned events typically are complex, involve major talent, large sponsorships that need to be sold and established, creative ideation to stay atop of trends and huge promoting to gather a following and many attendees.

1 YEAR OUT FROM YOUR EVENT

Having a year to plan the event allows ample time to find the right venues and hotels (in the case of a trade show, conference or gala) and time to properly build out and secure sponsorship packages. If planning an incentive or sweepstakes type trip, it allows for time to roll out the incentive or sweepstakes and plan the most memorable experience for the winners.

Events that require a 1 year lead time for planning are (but not limited to):

  • Trade Shows

  • Conferences with Sponsors or Vendor Showcases

  • Incentive Travel (i.e. employee incentive trips)

  • All-Inclusive Experiences (i.e. sweepstakes winners’ trips)

  • Hosted Golf Tournaments & Sporting Events with Sponsors

  • Galas & Large Scale Events or Dinners (150+ people with additional elements and entertainment)

Planning the event requires more than just the actual logistical planning. It requires sourcing proper venues, negotiating budgets, sourcing talent and vendors, creating and selling sponsorship packages, etc. A year lead time typically is enough to cover all ground without rushing or sacrificing in quality.

9 MONTHS OUT FROM YOUR EVENT

In some cases, a full year is not needed. However, the below types of events or brand activations can be given a full year to complete the planning, especially if you have the luxury of time.

Events that require a 9 month lead time for planning are (but not limited to):

  • Pop-Ups

  • Conferences (without sponsors)

  • Executive Retreats

  • President Club Trips

  • Brand Launch Activations

Pop-ups need time to source the right space and secure any needed permitting (if applicable), and same applies for brand activations.

Conferences without sponsors (i.e. a large company’s yearly employee conference) do not have the added need for creating and selling sponsor packages, but they still need the proper venue, pricing and preferred availability on those to allow for maximum attendance and time to plan for travel (if necessary).

Any sort of exclusive trip requires significant lead time for the attendees to make necessary arrangements to attend, even if the event itself does not take 9 months to plan. However, your event planner can score better rates and better destinations with more time to plan.

6 MONTHS OUT FROM YOUR EVENT

The below events typically do not have more lead time than 6 months. For example, a brand needing help with their trade show booth design or festival activation probably did not get their invitation and sponsorship letter until 9 months out from the event, leaving them 2-3 months to decide what they want to do and hire a planner for their experiential presence at the show.

Events that require a 6 month lead time for planning are (but not limited to):

  • Charity Fundraising Events

  • Trade Show Booth Design

  • Festival/Trade Show Activations

  • Content Generating Stunts

  • Brand Immersion Experiences

  • Large Corporate Holiday Parties (larger scale)

Some events crossover in types and amount of time needed. Corporate holiday parties, for example, may need 6 months to plan when it requires a full restaurant buyout or large venue. A holiday party of 150+ people needs more time than a small company party in a private dining room (which can be found below in the 4 month lead time category).

Brand immersion experiences and content generating stunts typically need to stay relevant to current trends and to the changing needs and demands of a consumer. Therefore, activations like that need to move quickly and be promoted heavily in a short amount of time to capture the short attention spans of the desired consumer.

4 MONTHS OUT FROM YOUR EVENT

A four month lead time is perfect for smaller events or events with fewer logistics or attendees.

Events that require a 4 month lead time for planning are (but not limited to):

  • Grand Openings

  • Corporate Team Building Activities

  • Corporate Holiday Parties (smaller scale)

Grand openings, conversely, could be large in scale. However, the constantly changing schedules of new builds and new openings make it difficult to plan a grand opening with much more lead time than 4 months. You may want to hire your event planner to help with the ideation and PR for the grand opening in advance of 4 months, but booking any sort of talent, caterers and vendors may need to wait until only a few months out.

The key with a grand opening is having a vision then hitting the ground running once a date can finally be set.

1-2 MONTHS OUT FROM YOUR EVENT

Short lead time events are typically either much smaller in logistics and necessary planning, OR someone is going to be majorly rushing an event. The events below typically do not require much more time to plan nor are they on the radar too much earlier than that.

Events that require a 1-2 month lead time for planning are (but not limited to):

  • Dinner Parties

  • Board & Shareholder Meetings

  • Networking Events

  • VIP Concierge Hospitality

BUT WE DON’T LIVE IN A PERFECT WORLD…

Having flexibility as an event planner is KEY. And hey… that’s exactly why Forbes listed event planning as the #5 most stressful job right behind police officer, airline pilot, firefighter and enlisted military personnel. WOW! Those are some big jobs to follow behind!

Finding the right agency and planner to work with will make or break your experience with your event. Even the shortest lead times should feel like a breeze, totally doable and done without mistake when you’re working with the right people, regardless of how stressful it may be on them. Part of being an event planner is wearing stress with a smile!

For a free event consultation, proposal and planning timeline, please fill out our CONTACT form, or you can reach out to via email at [email protected] or phone at 713-489-7478.

Knowing when to hire your event planner is crucial in the success of an event (and your budget). Giving yourself ample time to plan the event allows room for negotiations with vendors, lead time for attendees to have it on their schedule, time to promote the event and the ability to customize it more than ever before.

The infographic below illustrates how long before the event date to hire your event planner or activation manager. Please keep in mind that this is in generic terms. Each event has its own details, level of customization, number of attendees and expectations that may alter the amount of time needed to plan and execute.

Another thing to keep in mind is the listed time frames are when the event planner should be hired to begin, NOT when you should start vetting out your options for planners or agencies.

event coordinator, event calendar, planning

Let’s take a look at what events fall under which time frame and why. Rushing an event leads to more stress, more unnecessary spending with less power to negotiate or shop around, and typically fewer options on venues, caterers and various customization.

1.5 YEARS OUT FROM YOUR EVENT

This category of event is special because any event that takes over a year to plan is a BIG one, and typically these events are started well before that year and a half even. However, if you need more than a year and a half to start planning the event, you are likely starting something revolutionary from the ground up and probably in its first year. While the ideation for that sort of event may begin even two years in advance, the event teams are likely not chosen until about a year and a half out.

Events that require a 1.5 year lead time for planning are (but not limited to):

  • Specialty Events

  • Major Sporting Events (i.e. events surrounding Super Bowl, Masters, US Open, etc.)

  • Major Festivals (i.e. SxSW/Activations, Food & Wine Festivals, Music Festivals & events surrounding those)

  • Festivals or Large Scale Public Events with Talent & Sponsors

The above mentioned events typically are complex, involve major talent, large sponsorships that need to be sold and established, creative ideation to stay atop of trends and huge promoting to gather a following and many attendees.

1 YEAR OUT FROM YOUR EVENT

Having a year to plan the event allows ample time to find the right venues and hotels (in the case of a trade show, conference or gala) and time to properly build out and secure sponsorship packages. If planning an incentive or sweepstakes type trip, it allows for time to roll out the incentive or sweepstakes and plan the most memorable experience for the winners.

Events that require a 1 year lead time for planning are (but not limited to):

  • Trade Shows

  • Conferences with Sponsors or Vendor Showcases

  • Incentive Travel (i.e. employee incentive trips)

  • All-Inclusive Experiences (i.e. sweepstakes winners’ trips)

  • Hosted Golf Tournaments & Sporting Events with Sponsors

  • Galas & Large Scale Events or Dinners (150+ people with additional elements and entertainment)

Planning the event requires more than just the actual logistical planning. It requires sourcing proper venues, negotiating budgets, sourcing talent and vendors, creating and selling sponsorship packages, etc. A year lead time typically is enough to cover all ground without rushing or sacrificing in quality.

9 MONTHS OUT FROM YOUR EVENT

In some cases, a full year is not needed. However, the below types of events or brand activations can be given a full year to complete the planning, especially if you have the luxury of time.

Events that require a 9 month lead time for planning are (but not limited to):

  • Pop-Ups

  • Conferences (without sponsors)

  • Executive Retreats

  • President Club Trips

  • Brand Launch Activations

Pop-ups need time to source the right space and secure any needed permitting (if applicable), and same applies for brand activations.

Conferences without sponsors (i.e. a large company’s yearly employee conference) do not have the added need for creating and selling sponsor packages, but they still need the proper venue, pricing and preferred availability on those to allow for maximum attendance and time to plan for travel (if necessary).

Any sort of exclusive trip requires significant lead time for the attendees to make necessary arrangements to attend, even if the event itself does not take 9 months to plan. However, your event planner can score better rates and better destinations with more time to plan.

6 MONTHS OUT FROM YOUR EVENT

The below events typically do not have more lead time than 6 months. For example, a brand needing help with their trade show booth design or festival activation probably did not get their invitation and sponsorship letter until 9 months out from the event, leaving them 2-3 months to decide what they want to do and hire a planner for their experiential presence at the show.

Events that require a 6 month lead time for planning are (but not limited to):

  • Charity Fundraising Events

  • Trade Show Booth Design

  • Festival/Trade Show Activations

  • Content Generating Stunts

  • Brand Immersion Experiences

  • Large Corporate Holiday Parties (larger scale)

Some events crossover in types and amount of time needed. Corporate holiday parties, for example, may need 6 months to plan when it requires a full restaurant buyout or large venue. A holiday party of 150+ people needs more time than a small company party in a private dining room (which can be found below in the 4 month lead time category).

Brand immersion experiences and content generating stunts typically need to stay relevant to current trends and to the changing needs and demands of a consumer. Therefore, activations like that need to move quickly and be promoted heavily in a short amount of time to capture the short attention spans of the desired consumer.

4 MONTHS OUT FROM YOUR EVENT

A four month lead time is perfect for smaller events or events with fewer logistics or attendees.

Events that require a 4 month lead time for planning are (but not limited to):

  • Grand Openings

  • Corporate Team Building Activities

  • Corporate Holiday Parties (smaller scale)

Grand openings, conversely, could be large in scale. However, the constantly changing schedules of new builds and new openings make it difficult to plan a grand opening with much more lead time than 4 months. You may want to hire your event planner to help with the ideation and PR for the grand opening in advance of 4 months, but booking any sort of talent, caterers and vendors may need to wait until only a few months out.

The key with a grand opening is having a vision then hitting the ground running once a date can finally be set.

1-2 MONTHS OUT FROM YOUR EVENT

Short lead time events are typically either much smaller in logistics and necessary planning, OR someone is going to be majorly rushing an event. The events below typically do not require much more time to plan nor are they on the radar too much earlier than that.

Events that require a 1-2 month lead time for planning are (but not limited to):

  • Dinner Parties

  • Board & Shareholder Meetings

  • Networking Events

  • VIP Concierge Hospitality

BUT WE DON’T LIVE IN A PERFECT WORLD…

Having flexibility as an event planner is KEY. And hey… that’s exactly why Forbes listed event planning as the #5 most stressful job right behind police officer, airline pilot, firefighter and enlisted military personnel. WOW! Those are some big jobs to follow behind!

Finding the right agency and planner to work with will make or break your experience with your event. Even the shortest lead times should feel like a breeze, totally doable and done without mistake when you’re working with the right people, regardless of how stressful it may be on them. Part of being an event planner is wearing stress with a smile!

For a free event consultation, proposal and planning timeline, please fill out our CONTACT form, or you can reach out to via email at [email protected] or phone at 713-489-7478.

Knowing when to hire your event planner is crucial in the success of an event (and your budget). Giving yourself ample time to plan the event allows room for negotiations with vendors, lead time for attendees to have it on their schedule, time to promote the event and the ability to customize it more than ever before.

The infographic below illustrates how long before the event date to hire your event planner or activation manager. Please keep in mind that this is in generic terms. Each event has its own details, level of customization, number of attendees and expectations that may alter the amount of time needed to plan and execute.

Another thing to keep in mind is the listed time frames are when the event planner should be hired to begin, NOT when you should start vetting out your options for planners or agencies.

event coordinator, event calendar, planning

Let’s take a look at what events fall under which time frame and why. Rushing an event leads to more stress, more unnecessary spending with less power to negotiate or shop around, and typically fewer options on venues, caterers and various customization.

1.5 YEARS OUT FROM YOUR EVENT

This category of event is special because any event that takes over a year to plan is a BIG one, and typically these events are started well before that year and a half even. However, if you need more than a year and a half to start planning the event, you are likely starting something revolutionary from the ground up and probably in its first year. While the ideation for that sort of event may begin even two years in advance, the event teams are likely not chosen until about a year and a half out.

Events that require a 1.5 year lead time for planning are (but not limited to):

  • Specialty Events

  • Major Sporting Events (i.e. events surrounding Super Bowl, Masters, US Open, etc.)

  • Major Festivals (i.e. SxSW/Activations, Food & Wine Festivals, Music Festivals & events surrounding those)

  • Festivals or Large Scale Public Events with Talent & Sponsors

The above mentioned events typically are complex, involve major talent, large sponsorships that need to be sold and established, creative ideation to stay atop of trends and huge promoting to gather a following and many attendees.

1 YEAR OUT FROM YOUR EVENT

Having a year to plan the event allows ample time to find the right venues and hotels (in the case of a trade show, conference or gala) and time to properly build out and secure sponsorship packages. If planning an incentive or sweepstakes type trip, it allows for time to roll out the incentive or sweepstakes and plan the most memorable experience for the winners.

Events that require a 1 year lead time for planning are (but not limited to):

  • Trade Shows

  • Conferences with Sponsors or Vendor Showcases

  • Incentive Travel (i.e. employee incentive trips)

  • All-Inclusive Experiences (i.e. sweepstakes winners’ trips)

  • Hosted Golf Tournaments & Sporting Events with Sponsors

  • Galas & Large Scale Events or Dinners (150+ people with additional elements and entertainment)

Planning the event requires more than just the actual logistical planning. It requires sourcing proper venues, negotiating budgets, sourcing talent and vendors, creating and selling sponsorship packages, etc. A year lead time typically is enough to cover all ground without rushing or sacrificing in quality.

9 MONTHS OUT FROM YOUR EVENT

In some cases, a full year is not needed. However, the below types of events or brand activations can be given a full year to complete the planning, especially if you have the luxury of time.

Events that require a 9 month lead time for planning are (but not limited to):

  • Pop-Ups

  • Conferences (without sponsors)

  • Executive Retreats

  • President Club Trips

  • Brand Launch Activations

Pop-ups need time to source the right space and secure any needed permitting (if applicable), and same applies for brand activations.

Conferences without sponsors (i.e. a large company’s yearly employee conference) do not have the added need for creating and selling sponsor packages, but they still need the proper venue, pricing and preferred availability on those to allow for maximum attendance and time to plan for travel (if necessary).

Any sort of exclusive trip requires significant lead time for the attendees to make necessary arrangements to attend, even if the event itself does not take 9 months to plan. However, your event planner can score better rates and better destinations with more time to plan.

6 MONTHS OUT FROM YOUR EVENT

The below events typically do not have more lead time than 6 months. For example, a brand needing help with their trade show booth design or festival activation probably did not get their invitation and sponsorship letter until 9 months out from the event, leaving them 2-3 months to decide what they want to do and hire a planner for their experiential presence at the show.

Events that require a 6 month lead time for planning are (but not limited to):

  • Charity Fundraising Events

  • Trade Show Booth Design

  • Festival/Trade Show Activations

  • Content Generating Stunts

  • Brand Immersion Experiences

  • Large Corporate Holiday Parties (larger scale)

Some events crossover in types and amount of time needed. Corporate holiday parties, for example, may need 6 months to plan when it requires a full restaurant buyout or large venue. A holiday party of 150+ people needs more time than a small company party in a private dining room (which can be found below in the 4 month lead time category).

Brand immersion experiences and content generating stunts typically need to stay relevant to current trends and to the changing needs and demands of a consumer. Therefore, activations like that need to move quickly and be promoted heavily in a short amount of time to capture the short attention spans of the desired consumer.

4 MONTHS OUT FROM YOUR EVENT

A four month lead time is perfect for smaller events or events with fewer logistics or attendees.

Events that require a 4 month lead time for planning are (but not limited to):

  • Grand Openings

  • Corporate Team Building Activities

  • Corporate Holiday Parties (smaller scale)

Grand openings, conversely, could be large in scale. However, the constantly changing schedules of new builds and new openings make it difficult to plan a grand opening with much more lead time than 4 months. You may want to hire your event planner to help with the ideation and PR for the grand opening in advance of 4 months, but booking any sort of talent, caterers and vendors may need to wait until only a few months out.

The key with a grand opening is having a vision then hitting the ground running once a date can finally be set.

1-2 MONTHS OUT FROM YOUR EVENT

Short lead time events are typically either much smaller in logistics and necessary planning, OR someone is going to be majorly rushing an event. The events below typically do not require much more time to plan nor are they on the radar too much earlier than that.

Events that require a 1-2 month lead time for planning are (but not limited to):

  • Dinner Parties

  • Board & Shareholder Meetings

  • Networking Events

  • VIP Concierge Hospitality

BUT WE DON’T LIVE IN A PERFECT WORLD…

Having flexibility as an event planner is KEY. And hey… that’s exactly why Forbes listed event planning as the #5 most stressful job right behind police officer, airline pilot, firefighter and enlisted military personnel. WOW! Those are some big jobs to follow behind!

Finding the right agency and planner to work with will make or break your experience with your event. Even the shortest lead times should feel like a breeze, totally doable and done without mistake when you’re working with the right people, regardless of how stressful it may be on them. Part of being an event planner is wearing stress with a smile!

For a free event consultation, proposal and planning timeline, please fill out our CONTACT form, or you can reach out to via email at [email protected] or phone at 713-489-7478.

2018-08-24T13:57:44+00:00