How to Run an Event When You’ve Never Done It Before

A practical, step-by-step guide to event management for first-time planners, covering everything from defining your purpose and audience to delivering a smooth event day and meaningful post-event follow-up.

Planning your first event can feel like being handed the keys to a car you’ve never driven. You know roughly where you’re going, and you’ve seen other people do it. Yet suddenly you’re thinking about catering, guest lists, speakers, AV equipment, and even cloakrooms.

The truth is many event professionals started by figuring it out as they went along, asking questions and making a few mistakes. 

Whatever the format or industry, this guide breaks down how to run an event when you’ve never done it before, without panic or jargon overload.

What’s the point of your event, really?

Before you think about venues or invitations, ask yourself: Why does this event exist? 

Events have many faces and formats: a networking evening, training workshop, policy roundtable, celebration, hybrid, virtual, in-person. The purpose shapes every decision that follows, from seating layout, catering choices and digital infrastructure.

Ask yourself:

Many first-time planners skip this step and end up with a confused experience. A clear objective makes everything else simpler. You don’t have to strictly adhere to one mode. For example, you might want a relaxed atmosphere but still need structured sessions. the trick is balancing both intentionally.

Summary: define your goal early, and decisions about planning and promotion become far easier. 

Who are your attendees and how will you reach them?

Events should be built around the people attending. Think about your attendees before anything else. 

Who are they, and what motivates them to show up? Will they pay for a ticket or expect free access? 

Create a simple attendee profile. Consider: 

Next, think about event promotion. How to promote event experiences depends on where your audience already spends time: LinkedIn groups, industry newsletters, internal company channels, or professional networks. 

For corporate or internal events, speak with long-serving colleagues. Ask what previous events felt like. What worked? What didn’t? Those conversations often reveal more than any spreadsheet. 

You should also start gathering attendee information early. Send a questionnaire once the date is confirmed. Ask about travel needs, dietary requirements, and accessibility. These small details build trust quickly. 

Summary: understanding your audience is the foundation of how to plan an event that people actually want to attend. 

How do you structure an event budget for the first time?

Budget conversations can feel awkward, especially when you’re new to event management. Still, clarity early on saves stress later. 

Begin with a rough estimate covering: 

Speak with finance teams and ask for numbers from previous years if they exist. Always request detailed quotes from venues and suppliers, including taxes, staffing, and hidden extras like linens or cleaning. 

A helpful tip: present several options to senior stakeholders and get written approval before booking anything. That protects you later if expectations change. 

Don’t forget that smaller gatherings can be cost-effective too. A restaurant booking where guests cover meals while the organiser funds speakers or activities is sometimes the right call.

Summary: transparency and detailed quotes turn budgeting from a guessing game into a manageable process. 

When should your event happen? 

Dates matter more than you think. Pick the wrong day and attendance drops, no matter how strong your content is. 

Check: 

For event management London audiences, aim for venues within a ten-minute walk of major stations. Midweek events often work best – Wednesdays and Thursdays strike a balance between availability and attendance. 

Also speak with internal teams about blackout dates or busy periods. You’ll be surprised how often clashes occur simply because departments weren’t consulted early. 

Summary: a smart date makes promotion easier and attendance stronger without changing anything else. 

Where should you host your event?

Choosing a venue is both practical and emotional. The space sets the tone before anyone even speaks. 

Start by shortlisting locations based on capacity, accessibility, and budget. Hotels often have experienced sales teams who guide first-time planners through layouts, catering, and timelines, which can be a helpful safety net. 

During site visits, check: 

Walk around the neighbourhood too. Is it easy to find? Comfortable to leave late at night? These little details shape attendee experience more than you’d expect. 

Summary: your venue isn’t just a location; it’s a partner in delivering the event. 

How do you organise the moving parts?

Once the basics are locked in, the real organisation begins. Think of event management like conducting an orchestra, every piece must arrive at the right moment.

Key elements to coordinate:

Create a master spreadsheet to manage guest lists and approvals. Confirm responsibilities early: who greets guests, who manages technical issues, and who handles last-minute changes?

You should also bank on this unfortunate truth: something will change. Maybe a speaker runs late or a delivery gets stuck in traffic. Flexibility is part of the role. Build in contingency plans for every outcome.

Summary: strong organisation doesn’t eliminate surprises; it helps you respond calmly when they happen. 

How do you promote an event and sell tickets? 

Promotion can feel uncomfortable, especially for first-time planners. Yet good event marketing is simply clear communication. 

Start with messaging that answers three questions: 

Use email campaigns, social posts, and partnerships with industry groups. Platforms like Eventbrite, LinkedIn Events, or DesignMyNight help manage registrations and visibility.

If you need to sell tickets to an event, focus on early momentum. Offer early-bird pricing or limited spaces. Encourage speakers and partners to share content with their networks. Testimonials from past events, even internal ones, help build credibility. 

Promotion should feel like an invitation, not a sales pitch – capitalise on the FOMO effect. 

Summary: effective promotion is clear, human communication that highlights genuine value.

What happens in the final weeks and on the day?

The countdown period is where planning turns into action. 

In the final weeks: 

On the day itself, arrive early. Meet and greet guests. Expect questions about everything from Wi-Fi passwords to charging stations. Having spare phone chargers and extension cables is surprisingly helpful. 

Another thing other guides often leave out: wear comfortable shoes. You’ll be on your feet more than you expect. 

After the event, gather feedback. Ask what worked and what didn’t. First events rarely go perfectly, and that’s fine. Each one teaches you something new. 

Summary: preparation in the final stretch ensures a smoother experience for both organisers and attendees.

What happens after the event ends?

You packed down the banners, the last guest has left, and your inbox is finally quiet. It’s tempting to call it done. Truth is, the post-event phase often shapes how your event is remembered, and whether it leads to anything meaningful afterwards. 

Start by acknowledging your audience. A simple thank-you email goes a long way, especially when it feels personal rather than automated. And don’t forget the people who registered but didn’t attend. A short “sorry we missed you” message with highlights, photos or key takeaways keeps them connected instead of forgotten. 

Think beyond emails too. A post-event page, even a lightweight version built from your original event landing page, helps extend the life of the experience. Add presentation slides, a short recap video, photos, standout quotes, or a few unexpected stats from the day. People enjoy revisiting moments they were part of, and those who missed it get a clear sense of what happened. 

Feedback matters more than applause. Send a concise survey while memories are fresh. Ask what worked, what didn’t, and what they’d change next time. The insights you gather here will shape future event management decisions far more effectively than guesswork. 

If your event supported business development or stakeholder engagement, coordinate follow-ups internally. Sales or account teams can reach out with helpful resources or a conversation starter (not a hard pitch). Look at engagement signals such as attendance, early registrations, or active participation to prioritise outreach. 

Finally, keep the momentum going. Share relevant content, highlight future initiatives, or invite attendees to upcoming events while the experience is still fresh in their minds. 

Summary: the post-event phase turns a one-off gathering into an ongoing relationship, and it works best when planned long before the doors even open.

Should you partner with an events agency?

There comes a point where bringing in professionals makes sense, especially for larger or high-profile events. 

A full-service events agency supports venue sourcing, technical production, logistics, and creative direction. They also handle communications after the event. That often includes writing press releases and distributing them to relevant media outlets through established industry contacts, helping your event reach audiences beyond the room itself. 

For organisations new to event management, that expertise can reduce risk and free up internal teams to focus on content and relationships. 

Summary: agencies can help deliver your vision with less stress and broader reach. 

Final thoughts: will your first event be perfect?

Probably not, and that’s perfectly normal. Every experienced planner has stories about last-minute changes or unexpected moments. 

What matters is preparation, clarity of purpose, and genuine care for the people attending. Once you’ve organised one or two events, you’ll realise something surprising: the process starts to feel natural. Almost intuitive. 

Start with your audience, set a realistic budget, choose a sensible date and venue, communicate clearly. And remember that events, at their core, are about bringing people together to share ideas, experiences, and conversations. 

Summary: confidence comes from action – and your first event is simply the beginning of many more. 

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Live Group helps organisations design and deliver personalised event experiences that engage audiences and achieve results. Contact us to discuss your next event.