Planning an event, whether it’s a community tailgate, a food truck festival, a local tournament, or a major trade show, can be both exhilarating and exhausting. The details pile up quickly, and it’s easy to get lost in logistics. But after years of managing events across the country, I can tell you the difference between an event that truly works and one that falls flat comes down to a single word: strategy.
Before founding Chemistry PR & Multimedia, I spent nearly a decade as spokesperson for the Gary Sinise Foundation, leading more than 230 national events and 26 fundraising concerts for veterans and first responders. Today, our team helps organizations across industries design and deliver experiences that people remember and talk about.
If you want to improve your event planning skills, attract more media coverage, and keep your audience engaged long after the event ends, here are some proven event planning tips that can work for any type of gathering.
Start With Strategy
When people describe event planning, they often say “organized” or “budget friendly.” Those matter, but the most important word is strategic.
At Chemistry, we don’t start a project without a Message Map—a simple tool that gets everyone (board members, sponsors, volunteers, media) on the same page. When your entire team is aligned around the same story, your event is stronger and more memorable.
Ask yourself these strategy questions before you book a single vendor:
- Why does this event exist, and who is it designed for?
- What story do you want told in the media the next day?
- How do you want attendees to describe their experience afterward?
When you plan with those answers in mind, every decision becomes easier.
Event Planning Tips You Can Use Now
Here are some of the top takeaways from the nearly 100 tips I recently shared at the Missouri Parks & Recreation Association’s Lunch & Learn:
Pre-Planning & Logistics
- Define measurable goals for attendance, media reach, and sponsorship.
- Always have a backup plan for weather, technology failures, or no-shows.
- Walk through your site with vendors early—view it through your audience’s eyes.
Branding & Storytelling
- Develop a strong event identity (logo, tagline, theme colors).
- Keep branding consistent across signage, PA announcements, and social media.
- Create photo-friendly elements like branded backdrops and memorable giveaways.
Media & Digital Strategy
- Build and maintain a current media list—don’t wait until the week before.
- Issue media advisories and prepare a spokesperson with clear soundbites.
- Incorporate photo- and video-ready moments like ribbon cuttings or giant checks.
- Use hashtags, live streaming, and short video clips to amplify reach.
- Repurpose content into a highlight reel or social posts for weeks after the event.
Engagement & Atmosphere
- Invest in quality sound and lighting—production value shapes perception.
- Keep ceremonies short, impactful, and on time.
- Add surprise elements (marching band, celebrity guest, fireworks) to create buzz.
- Provide attendee comfort: water, shade, ADA accessibility, seating.
Safety & Crisis Planning
- Partner early with local first responders.
- Train volunteers and staff on emergency protocols.
- Draft holding statements in advance for potential crises.
From 100 Guests to 100,000 Impressions
One of the most overlooked event marketing strategies is extending the story beyond the event itself. With the right mix of media outreach, social media engagement, and influencer partnerships, 100 people at your event can translate into 100,000 impressions online.
Think of every attendee as a potential ambassador. Equip them with experiences, visuals, and stories worth sharing, and they’ll carry your message far beyond your venue.
Great events aren’t just about filling seats—they’re about creating experiences that move people. That means being more than organized; it means being strategic, story-driven, and scalable.
At Chemistry PR & Multimedia, we believe every successful event starts with strategy and ends with stories that make an impact. Whether you’re planning a tailgate, a food truck festival, a tournament, or a major trade show, the goal is the same: build an event that people remember, share, and want to come back to.
Because at the end of the day, it’s not just about what happened at your event. It’s about the story people tell afterward.
