Steps to follow in planning a Corporate Event Space in NYC

Organizing a tech event in New York is a challenge and involves a lot of things that have to be put together so that you build a wonderful experience for everyone. Finding an event space in NYC is one of them.

According to some, the recipe for the success of a tech event is made up of 3 ingredients: content, networking and food. This is largely the case, but besides these 3 elements, there are many other details that you have to take into account and which will make the difference between a successful event and a less successful one.

First of all, the most important thing: make sure you have plenty of time to spare because there are many things to do.

So, if you want to be successful, plan the event at least 8-10 months before. It depends on the size of the event, but for an event of 100 people, that would be the time.

  • Validate the need

Annually, numerous tech events are held. If you have decided to organize yourself, you must clearly bring something in addition to the rest, and you should check if there really are people interested in the type of event you want to organize. You can create a survey or discussion group, any option that can help you validate the need.

  • Set the event type

Events can be categorized into 5 categories, and each involves a specific format and structure: Community event: for example, an event dedicated to the Android Developer community, or Angular or anything else.

  • Networking event: the focus is on socializing and creating new connections with people who have common interests and passions. This type of events does not focus very much on the information presented in the sessions, but on organizing receptions and long breaks that provide the right framework for networking. See more here.
  • Trade show events: when different products / services are sold or exhibited. Very famous example MacWorld or CES.
  • Educational events: when a lot of emphasis is placed on the content and the participants come to learn techniques or tools.
  • Academic events: dedicated to those who need publication credits: doctoral or post-doctoral schools.
  • The team

“You can get to your destination faster, but in a team, you can get much further.” This phrase says everything, so try to make sure that you have a team and put the right people in the right places. Share the responsibilities on smaller teams and draw together the goals of each team. A division can be the following:

Team 1: Location & Consumption

  • sets the date, duration and location of the event
  • Look for bids for consumption
  • Select a provider for consumption
  • logistics: video projectors, sound system, internet connection, flipcharts, tables, chairs, etc.

Team 2: Website and sponsors

  • Concept and design for the dedicated website
  • Finds a team to implement the website
  • looking for sponsors
  • organizes exhibition areas for sponsors

Team 3: Promotion & Social Media

  • promote the event on social media
  • Produces and sends the newsletter of the event
  • Makes press releases
  • Makes design for promotional campaigns and promotional materials
  • Search for media partners

Team 4: Speakers

  • select speakers
  • Provides transport and accommodation speakers
  • Send feedback form after event

Team 5: Participants

  • confirms the data
  • Sends emails with event details & reminders
  • Sends the feedback form after event

Team 5: Content and sessions

  • sets the agenda
  • sets the reps and moderators for the sessions during the event

Team 6: Entertainment

  • secures the photo and video (snapshots, networking, testimonials)
  • DJ and / or playlist
  • Decor elements (flowers, balloons, banners, roll-ups, etc.)
  • organizing parties or receptions (depending on the event format)

Team 7: Volunteers

  • select volunteers
  • Volunteer training
  • Set the date, time, duration and location of the event

The next step would be to determine when the event will take place, how long it will take and where it will be organized. When choosing the date, be careful not to be a vacation period, not to go for an extended weekend and stay without participants or coincide with any other big tech event. The location is the same, it is very important. Check that you have an internet connection, not good, but very good, and that it will also cope with the day of the event when everyone connects. The location should also have rooms suitable for event sessions, but also has a nice area for networking. And if the weather is cold during the event, you clearly need a place where the participants can leave their clothes.

Jesse Fin
 

Jesse worked as a journalist for a large tv station in Korea in her past life. She now works full time at home as a blogger and loves to help her friends manage their personal budgets.

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