A group event with people and tables in a large rotunda.

From concept to confetti, five communications tips for event planning

| June 16, 2023

Heidi Larson

Heidi Larson


In-person events are back in a big way! Organizations are doubling down on the details it takes to make them stand out. So, what does it take to put on an event that will have people talking and wanting to come back? Check out our top five communications tips for planning a meaningful and memorable event.

Have a unique visual for photo opps

Create a memorable moment or a unique visual focal point for photo opportunities. This helps generate buzz and excitement for your guests and increases the odds your event will show up in social media feeds. Bonus: the media likes it too!

A white man speaking at a podium in front of a large seated crowds under a white tent. A white man and woman standing in front of a while steel construction beam with an American flag and signatures on it. A white man with glasses holding a marker and signing a white steel construction beam. 

At a celebratory event for the groundbreaking of U. S. Steel’s new Keetac pellet facility, attendees marked the moment by signing their names on a commemorative steel beam. This beam would later be built into the structure, making them forever a part of the facility’s history.

Harness the power of community

Partnership and collaboration can take an event from good to great. If you are planning a large event, think of other organizations that you could invite so that everyone feels welcome and included. The Flint Hills Family Festival is a great example of a community partnership with purpose.

The Flint Hills Family Festival welcomed thousands of families to downtown Saint Paul for free and low-cost performances, art activities and more

Consider each unique audience and their connection to your organization

If you are celebrating a milestone like a significant anniversary, groundbreaking or grand opening, think through how your different stakeholders should experience the event. Employees might enjoy a separate event, while donors may appreciate a personalized invitation, and public officials could benefit from a site tour.

Four white men stand in front of a mural that says Spectro. A group of employees eating lunch in a warehoiuse.

Spectro Alloys, the leading Midwest-based recycler of aluminum, celebrated the opening of its state-of-the-art distribution center with an event that included employees, customers and local officials.

Make it easy for media to cover

If you are inviting the media to cover an event, make it clear what the purpose is, key timing and who is available for interviews. You may even consider a media-only event directly before a larger event, so that there is an organized time for reporters to take photos, capture video and interview spokespeople.

The four-lane, two-story Taco Bell in Brooklyn Park, Minnesota.

When Border Foods built the first-of-its-kind Taco Bell Defy restaurant in the country, the media was invited to a preview event to check out the new four-lane, two-story concept. 

Capture the excitement and thank people for coming

Plan in advance how you will capture photos and video at the event. These engaging visuals will help you communicate about your brand for months to come. It’s also a great way to thank everyone who was a part of your important occasion.

When the the Native Farm Bill Coalition hosted the first-ever Native American Food Fair on Capitol Hill, a video was created to highlight the event and reach a broader audience.

An intentional planning process leads to an event that makes a lasting impression. From start to finish, our team is skilled at creating and delivering spectacular events, and would be glad to play a part in your organization’s next milestone.

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