How To Choose the Right Event Date
Planning events isn’t easy, especially if you haven’t done it before. There are so many little details to consider and it’s always possible that something might fall through the cracks. Each task can seem daunting, but that’s where we’re here to help! The first step to a stress-free event planning process is choosing the right date.
Why is it important to choose the right event date?
It’s easy to choose any date to host your event, but it’s much harder to choose the right date. When you choose the right date, you’re setting yourself up for success in the long run and preemptively avoiding issues down the line.
By choosing the right date, you avoid conflict with other events in the surrounding area in terms of parking, traffic, and guests having to choose between multiple events they might be interested in attending. In addition, choosing the right date really sets the tone for the whole day and plays a large role with your audience. For example, if you’re hosting an event focusing on education and how the community can partner with teachers to help improve the school system and student experience, it wouldn’t be smart to choose the first day of school to host the event as many of your target audience would be unable to attend.
When you choose the right date to host your event, you’re able to increase attendee turnout, improve overall guest experience, and ease stress during the planning process.
Factors to consider
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Month:
Look at what’s going on in your community for the month to see if a certain month or time of year would or would not be a good time to host your event. For example, the end of October might not be the best time to host something if you’re planning on doing it during furniture market, unless, of course, your event is aimed toward those attending furniture market. If your event goal is fundraising, maybe consider choosing November or December because people tend to be more generous during the holiday season.
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Weather & Time of the Year:
If you’re hoping to have a part of your event outside, you’ll want to think about the typical weather patterns during different times of the year. Some months are rainier and colder, whereas others are warmer outside with lots of sunshine. Your guests will appreciate not having to stand outside in the freezing cold or the rain! In addition, don’t forget daylight savings and that during the fall and winter, it gets dark earlier. If you’re planning on having your event outside during this time, consider moving up the start time.
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Target Audience:
Think about the kind of guests you’re trying to reach. Think about their jobs, their lifestyles, and why they might not be able to attend. Hopefully, by putting your target audience as a focus while planning your event, you’ll increase the turnout on the actual event day.
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Scale of your event:
How much space do you need for your event? How elaborate would you like it to be? What kinds of decorations will you need? How much food will you need? All these questions can help you determine the scale of your event. Once you know the scale of your event, you’ll be able to narrow down your options while choosing your event date. For example, if you’re planning on having a summit that requires a lot of decor and extra vendors or staff, you might need extra set up time which might mean you need to come in to set up the day prior. It’s important to know that so you can pick a day when you and your staff will have plenty of time to set up based on what your event needs.
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Event Programming & Logistics:
Before locking down your date, consider what guests will be doing during your event. If you’re planning on hosting something that has a large guest count, you may want to look at dates that aren’t too busy around the city and that aren’t near holidays as many guests could be out of town. You should also think about what kind of indoor and outdoor space is needed.
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Guest Speakers:
If you know you’re planning on having a specific guest speaker, go ahead and ask them if there are any dates they are not available before you go and book a date. Because if you’ve booked a date that they’re unavailable, you may not be able to move your date. This ensures you have the best speaker for your event.
How We Can Help!
At Congdon Yards, we’ve always got our finger on the pulse. We know what’s going on in and around High Point, so we’ll be able to let you know if you’re looking at a date or time of year that might not work best for you. We have lots of connections through Visit High Point and other local relationships we’ve cultivated to ensure that events at Congdon Yards are successful.
See it in action
It might be a little hard to imagine, so let’s get specific! A couple of Saturdays ago was a busy day for the city and for Congdon Yards. In the city, a car show was being hosted and Carolina Core FC was playing their last game of the season. Here, on campus, we were hosting two weddings, one on the fourth floor and one on the third, not to mention our normal guests at The Art Gallery and Earl’s Landing.
So, what did we do to ensure that all our guests were able to find parking with so much going on in the city? Our facilities manager stayed on site all day before our weddings were to begin to make sure the only people parking in the parking lot were those who were attending one of the weddings to ensure we had ample space for our guests.
We always go above and beyond for our guests who choose to call Congdon Yards the place to make their vision a reality! nonprofit event