Blueprint for Success

EVENT Marketing Agencies Tips

A Special event is a one-time event focused on a specific purpose. We at have a few tips that will help insure a smooth outdoor event. After 17 years of event marketer’s, corporate ,Military, The CMAs, ESPN, SYFY Chanel, Capital One, Broadcast stage’s for TV like  CBS. Fox 5, NBC, Chevy NASCAR , NCAA,  Bike Week, Ultra Feat, PAL, Dove chocolates , and hundreds of sponsors, production teams, Event branding, Clergy and energy filled marathon runners. We have compiled a small Blueprint for Success

 At the objective is to provide event planners with a financial blueprint. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, and donations. concession sales) as well as expenses printing, permits, insurance, speakers, food catering security). A checklist provides a step-by-step to organizing and executing a special event.

1.    Create a budget Many event events are done with small budgets, take the time to check, add re-check. Events are months of planning many times for a one day show. Load in get your pencils time to plan our budget.

2.    Select a committee with broad representation.

3.    Plan at least three months ahead, many times even a year.

4.    Develop a measuring tool for attendance, monies raised, and new or first time attendees.

5.    Location location location! Pick places that will adequately accommodate guests and spectators.

6.    Local Property Owners, City and State parks offer great places for a Mobile Stage set up even on the street.

7.    The Date. Select a date when the weather is known to be warmer and nicer. Many seasons offer different circumstances, snow in the north, tropical storms in the south.

8.    Permits may be required! Once a location is selected, call the community affairs office, borough hall, or the local buildings inspector, they will help find the proper department.

9.    Sound Permits. Many Communities, City and State issue sound permits. Professional Audio engineers are aware of safe sound levels, and will meet compliance with sound levels.

10.    Insurance All venues will require a general liability policy. Would you drive your car without it?

11.    Rain Insurance. Many Mobile-stage companies offer rain insurance, Or have a rain plan, including a safety evacuation, a brief rain squall may come and pass when a rain plan is in effect, the spectators return and show goes on. When we do events outdoors the elements do play a role, have a back up plan.

12.    First Aid. First aid tents or command posts for large scale festivals,  Smaller venues have the local Police, and Fire department, and EMS van parked on the event site.

13.    Contact number for local Police and Fire departments, hospital, numbers should be posted in case of emergency.

14.    Sanitation, Ports johns, Trash, provisions and a clean-up or volunteers crew should maintain property cleanliness.

15.    Power Generators, for audio companies, lighting companies, can meet demands for any outdoor venue. Night shows will require basic spectator exit and property lighting.

16.    Logistics traffic control, parking of vendors trucks, parking for guests, spectators. A map of were each vendor belongs. Were the Mobile Stage or stages are. Take a little time to properly plan the whole event map site. A map keeps ORDER mark off every spot. Everyone now knows where they belong, Imagine 200 vendors 3 Mobile stages, all at once asking where they belong?

17.    Load in Load out give schedules, the stage is always first in and last out, then the sound or the lighting companies. This is the normal Load In. Vendors follow the stage as the stage must have room to come in. For events running more than one day shows the stage first to its location. Once set the erection of the Mobile Stage takes place while the other vendors fill there event spaces.

18.    Keep ample supply of water for staff and volunteers, vendors may or may not be on all sites. keeping spectators hydrated, and comfortable will insure a return for next year’s event.

19.    Purpose of Event Music, bands, dance, day show, and night show, political, general assembly. How many performers will be on the Mobile Stage? This will define the size of stage or stages needed.

20.    The Mobile Stage comes in all sizes and heights from 12’x16′,22’x20, 24’x20′, 26’x20′, 30’X20′ 33’x30′, 40’x30′, 50’X40′ and the 90’x40′. The Boss Mobile stage! anything bigger will be a hand built structured stage. The Mobile stage must have state certifications, and stamped approvals. offers stamped signed engineered drawings for 48 states, and the highest standard a TUV certification. … EC (European Community). These stamps have insured the stage meets all State and Federal Guidelines for safety and application.

21.    Audio must meet the demand for the spectators, Audio techs will be required to run audio. Many forget the cost of a A-1 audio engineer. 3 important factors when selecting audio. How many spectators do you anticipate, how far does the sound have to reach, what kind of show is this? Genre? Country, Rock, Gospel, Electronic, Vocals, Hip Hop, political rally, these are important factors in deciding audio size, quality, and price.

22.    Stage Lighting comes in many forms from basic par-cans, to high tech moving heads, Video walls, Led curtains and much more. Selecting stage lights you must have a defined purpose. Basic for  stage lights for performers, medium light show, or a full blown spectacular light experience. Light designers are always the best for large stage productions; a lighting tech will be on site to operate light boards. Quantity, quality will depend on budget available.

23.    Banners are the best way to advertise your event. Banners provide additional sponsors for your event. Buy selling banner space funds can be raised to offset cost of stage. stages offer excellent positioning to show their brands or cause. A stage without banners is naked. Please take the time to raise funds through sponsors, Local auto stores, Food chains, Karate schools; any community business is a potential sponsor. Banners get in pictures, pictures make the news internet and Facebook too, it is a great way to show off your event to next year’s sponsors.

24.    Advertising Today the internet reaches millions of people with a touch of a button, Set up a web site, Facebook, Twitter, and Google account, they have the good results. Pre-selling tickets online helps fund early deposits securing location permits, performers, stage and event costs. Radio newspapers can barter space selling them banner positions or they may supply banners, ask and you shall receive. Do not be frugal with advertising budgets they bring awareness to your events.

25.    Vendors The best thing for events, Food, Drinks, Merchandise is a way to offset event costs. do not make the rookie mistake of charging to little. We need the vendors the vendors need us together we each have a part of a super event. Have a plan not to have five sausage concessions and one hamburger stand. Separate vendor with the same wares. Give the same spot for returning vendors that supported your first event.

26.    Volunteers and local event parking coordinators are good way to advertise events each should have a bright colored shirt. People love participating in local events, pride reconnection and snacks will go a long way. A local community event draws excitement to  and participation amongst local leaders

27.    Security .around ticket booth and stage is always a good practice for large venues, while local police are close by your security and staff volunteers have a presence around whole event site.

28.    Parking is a must, plan each row with wide enough space to allow fire trucks and emergency access, charging is up to the event planners.

29.    Event Purpose? Are you trying to inform, educate or entertain? Increase awareness or attendance of the event? Build a base support from a specific audience? Carefully match type of event to the purpose it serves. Thank all sponsors, volunteers, and committees and supporters for participating in planning event

30.    Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered. Brainstorm all the available media, in including marquees, school newsletters, church announcements, and cable and commercial stations cross promoting by giving away free tickets to your event. Make a detailed list with names of whom to contact and when.

31.    Facilitate good community relations? has been doing outdoor events and indoor productions for over 17 years; we pride ourselves on giving each and every client value, and leaving the spectator with a great experience.


For more information on your next event give us a call at 305.726.6743 ask for Mike Thank You for reading our Event  tips.