Things to consider when choosing the date of event
It might seem straightforward to pick a date for certain events, but not all events are easily tied to specific dates.
So how do you choose the right date for your event?
There are 365 days to choose from, so it can be intimidating to find a date and settle on it. Let’s use the exclusion method to make your planning process a bit easier.
This guide will focus on how to choose a date for an event and help you consider:
- Your audience
- The work that needs to be done
- Popular vacation times
- Weather and climate changes
- Disruptions to public transport
- Competing event dates
- Vendor and venue availability
- Speaker and entertainer availability
Once we’ve gone through all these qualifiers, you’ll have a much better idea of the best dates to have an event.
Think of your audience
As with anything related to event planning, your event attendees should be at the top of your mind when you choose a date for your event.
Weekdays from Tuesday to Friday might be practical for attendees in the B2B sector. Attendees in the B2C sector, on the other hand, might find it more convenient to attend weekend events.
Give yourself enough time
You have a lot of planning and promoting to do ahead of your event. Your chosen event date should give you ample time to do both so that it becomes a success.
Political and public events
There can also be one-off public events that could interfere with your event planning. Political events, such as general elections, will often distract from your event.
Not only will people be more inclined to focus on such events but the media will also primarily concentrate on political happenings and public events.
Consider work hours
If you’re organising a business conference or music festival that runs over the course of several days, then the weekend is your friend.
It’s much easier for your attendees to take one or two days off for an event that runs Thursday to Sunday than it is to take most of the working week off.
Be consistent (or not)
You may have noticed that most annual events, like conferences and festivals, take place at the same time each year. It works because it helps their attendees plan a whole year ahead.
But it can also be interesting to switch it up and change the season of your annual event. It could let you reach an entirely new audience and stay ahead of your competition.
Watch your competition
Speaking of competition, you should watch out for when they are hosting their events. You don’t want to have your event date clash with theirs so you end up fighting for attendees.
It might, therefore, be useful to map out all competing events on a calendar. That way, you know exactly when they’re taking place so that you can plan around them.
Whatever the weather
The weather can have a big impact on your event, regardless of whether it’s being held outdoors or not. Rain, hail, and strong winds are obviously detrimental to outdoor festivals.
Venue and vendor availability
If you’ve set your sights on a particular event venue or have a preferred vendor you want to work with, you’ll have to factor in their availability when picking the event date.
It may not be a problem if you’re hosting regular events that they’re aware of. But keep in mind that venues and vendors will have peak times when they’re in high demand.