Event Sourcing: 11 Things Every Event Planner Needs to Know

Starting on the journey of event planning can be an exciting experience, filled with creativity, strategic thinking, and the anticipation of creating memorable moments. However, regardless of the event type, the foundation of a successful event lies in effective event sourcing.

This blog covers the essential concepts, strategies, and tips that form the backbone of event sourcing. From identifying the right vendors to selecting the perfect venue and managing budgets, let’s explore the building blocks that will set you on the path to becoming a proficient event planner. 

What is Event Sourcing

Event sourcing, in simple terms for event organizers, refers to the process of finding and securing all the necessary elements and resources needed to make an event successful. It involves identifying, selecting, and managing various components such as venues, vendors, catering, AV equipment, and other essential services.

It’s like putting together the pieces of a puzzle to create a complete and memorable experience for attendees. Event sourcing includes tasks like choosing the right location, hiring reliable vendors, and ensuring that all the logistics are well-coordinated. Essentially, it is about making thoughtful decisions and arrangements to bring an event vision to life.

Tips for Event Sourcing

Discussing event sourcing, seasoned event professional Evan Babins shared his wealth of knowledge on a recent episode of EpicEvents webcast. He delved deep into the world of event sourcing and shared tips, drawing from his extensive experience in the industry. 

Now, we’re excited to distill those insights into actionable tips to help you elevate your event planning game.

1. Building Relationships and Networks

Establishing and maintaining strong professional relationships within the industry is crucial. Networking is not only useful for gaining referrals but also for staying informed about the latest industry trends and best practices. Leverage platforms like LinkedIn and local event groups to expand your network and gather valuable insights.

2. Site Visits

Its important conduct site visits whenever possible. While online representations provide an initial overview, nothing beats the firsthand experience of assessing venues in person. Ensure that the venue aligns with its online portrayal and be aware of any changes in decor or layout.

3. Vendor Referrals

Seeking referrals from industry peers and local event groups is a key strategy for sourcing reliable vendors. Tapping into professional networks and using platforms like LinkedIn to gather recommendations is a good idea. Vendor referrals from trusted sources can significantly streamline the sourcing process.

4. Understanding Venue Contracts

Event planners need to carefully review venue contracts, paying close attention to details such as in-house equipment, fees, and policies. There is also a need to anticipate potential additional costs, like patch fees for bringing in external AV equipment. Having a thorough understanding of venue contracts is crucial for effective budgeting and planning.

5. AV Sourcing

Understanding what the venue provides in terms of equipment before looking externally is important. Prioritize AV elements that bring tangible value to the event and align with its overarching goals. Ensure that AV choices are not only technically sound but also noticeable and beneficial to the attendees.

6. Budgeting Considerations

COVID-19 impacted event budgets resulting in challenges of aligning client expectations with reduced budgets. Event organizers need to recognize the changed landscape of attendee expectations and event dynamics in 2023 compared to 2019. This understanding is essential for effective budgeting and resource allocation.

7. Hybrid Events and Attendee Expectations

It’s essential to prioritize hybrid events and stay attuned to evolving attendee expectations. Embrace flexibility in event formats, exploring diverse options to cater to the varied preferences of participants. Acknowledging the shifting needs in a post-COVID era is fundamental for ensuring the success of event planning and execution.

8. Disaster Recovery Planning

Disaster recovery planning is a critical aspect of event sourcing. Event planners need to have backup plans and alternative solutions in place for potential disruptions. This includes considering unforeseen circumstances and having contingency measures to ensure the smooth execution of events even in challenging situations.

9. Sustainability Considerations

Its important to think about the environmental impact when choosing between virtual and in-person events. It involves assessing the carbon footprint and overall environmental consequences of your event decisions. This consideration is in line with the increasing awareness and importance of sustainability in the field of event planning.

10. Mindful Sourcing for Virtual Events

Stay mindful when selecting content for virtual events. Analyze attendee attention in virtual settings and make careful choices to ensure engaging content. Understanding the unique challenges of virtual events is crucial for successful planning and execution.

11. Appreciating Networking Opportunities

It’s important to make professional networks and keeping connections within the industry. Recognizing the chances for collaboration and sharing knowledge within your network is crucial for ongoing professional development and success in event planning.

Key Takeaway

Understanding event sourcing is crucial for creating events that have a lasting impact. We hope this blog will help you elevate your event planning game and stay ahead in the ever-evolving landscape of event management. 

Watch the complete episode here: