‍12 Practical Event Planning Tips You Can Use Now

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PLAN SMARTER

1. Consolidate vendors. A single production partner reduces hidden fees and simplifies coordination.

2. Book early. Lock vendors 6–12 months out to secure better pricing and availability.

3. Protect flexibility. Add a “specs can evolve” clause in contracts to avoid change-order penalties.

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DESIGN STRATEGICALLY

4. Use LED walls wisely. They can replace scenic, display branding, and give sponsors visibility in one investment.

5. Angle it, don’t enlarge it. Angled seating or stages create a custom feel without adding gear.

6. Rethink podiums. Swap for modern chairs or couches to freshen the look and reduce scenic spend.

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CONTROL LABOR COSTS

7. Schedule smart. Avoid overnight load-ins and tight turnarounds that trigger premium labor fees.

8. Preflight content. Collect decks and videos a week ahead to avoid last-minute edits and extra tech calls.

9. Batch rehearsals. Group practice runs to minimize crew overtime.

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MAXIMIZE WHAT YOU HAVE

10. Leverage venue basics. Use included items like podiums or small sound systems where they’re reliable.

11. Add sponsor offsets. Monetize LED “tickers” or short ads to cover part of the AV spend.

12. Review and refine. After the show, analyze where labor spiked and adjust for next year.

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