Planning a Successful Multi-Day Event

May 29th, 2017 | by Fabrice Orlando, Cocoon Events Management Group

Multi-day events have been a tradition in many cultures for years, and have even caught on for couples planning destination weddings as well as those getting married in their hometown. However, planning one can be an entirely different experience than putting together a one-day celebration. So, what do you need to do to execute a successful multi-day event? I’ve got some of my best tips and tricks that will help get you through it.

Be Prepared

As we say in the event industry, be prepared for everything. Being ready for anything an event might throw at you will be key to its success. From a power loss to food poisoning, anything can happen and, when you’re adding multiple days, the risk potential grows exponentially. From the beginning, set your expectations with other vendors and your own team on what you need from them leading up to the event and at the event itself. Be sure that you are always keeping open lines of communication with everyone involved so that no one is left in the dark, and an open mind to their contributions. 

Find the Right Team

Being surrounded by a team of people that you trust and feel confident in their abilities is 90 percent of the battle. You can’t be in every place at once during the event, so you must be able to rely on your team to get the job done and to your standards. At the start, make sure you are careful in your hiring and are bringing on people that not only have proven success in the industry, but experience in multi-day events as well. Their insight will be invaluable.      

Set the Pace Accordingly

One of the biggest mistakes we see is trying to fit too many activities into each day- think of it as a marathon, not a sprint. Having a balanced pace is key, so that guests aren’t overwhelmed and exhausted after the first day. Be sure that there is enough to do so that no one gets bored, but not so much that people are having to run to the next thing. Guests are going to want to socialize, see old friends, and meet new people, so make sure to take that under consideration.     

Create Distinct Components

As you’re beginning to compile all of the pieces and details of the event, be sure that you’re thinking about how each day will be distinct and unique in its own way, while still remaining a cohesive part of the overall theme. It could be keeping everything on the same color scheme, or planning everything with a particular quote, piece of art, or even movie in mind. The last thing you want is for guests to get bored after the second day because they keep seeing the same things over and over again.

Multi-day events certainly have their challenges, but can be one of the best creative opportunities you’ll get. So, remember to be prepared, hire the right team, and have fun with it.        

Fabrice Orlando is the CEO of Cocoon Events Management Group, a luxury event planning company based in Marrakech, Morocco that specializes in high-end weddings and special events worldwide.

Meet the Author

Fabrice Orlando, Cocoon Events Management Group

Fabrice Orlando is the CEO of Cocoon Events Management Group, a luxury event planning company based in Marrakech, Morocco that specializes in high-end weddings and special events worldwide.

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Hey Fabrice, great tips for any multi day event. It takes a lot of prep work and having the right team. I appreciate these reminders as I work on doing my first few business seminars. Keep up the great work here.

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