A Roadmap for Planning a Citywide Event
Citywide Event Coordination and Management:
Some events are too big to be contained, and that is when they spill over into a citywide program of memorable parties, installations, and interactive experiences. This year, our hometown of Atlanta is hosting the biggest sporting event of the year, Super Bowl LIII, and the whole city will be transformed with art shows, concerts, and immersive exhibits.
Planning a citywide event lets you think on a grand scale, but it also requires a streamlined process and vision for how the city can support you. The more you know about the area and what it has to offer, the better you can plan for your client and attendees. We’ve come up with a roadmap for planning a citywide event from our Omnience™ event professionals.
Plan Your Destination
Knowing what your client is looking for is key to finding the best destination for an event
- How many people will be attending?
- What type of foods do they like?
- What type of weather are they looking for?
- Will attendees be flying in from international areas?
Ask these foundation questions early so that you can create strong relationships with a range of people throughout the destination city. Local vendors can be some of your best partners when building a network of events around a city. You can think big when it comes to planning a citywide event, and locals will be your best source of ideas, resources, and information for creating experiences across the city.
Finalize the Date and Details
Once a date is announced, be sure to reach out to hotels and different transportation services in the area—and start early. This year the Super Bowl Host Committee fears a shortage of limousines and other chauffeured vehicles in Atlanta, which could lead to lots of transportation problems for those who didn’t plan ahead.
Locating places for attendees to stay is imperative to a successful citywide event. Working with local hotels to get group rates or a discounted block of rooms not only makes things easier, but more economical for attendees.
In the midst of all that, you’ll need to find and secure a venue option. People don’t want to have to spend loads of time traveling in a car after they’ve already flown or driven into an area. Make sure your venue is centrally located and surrounded by delicious restaurants to eat at, quality hotels to sleep at, and walking distance if at all possible—especially if the weather is right!
You will also want to make sure you are tracking any dietary restrictions your attendees may have so you can accommodate them at events.
Take Advantage of The City
Encourage attendees to really get involved with the local community and spending their time getting to know its unique culture. Research locals’ favorite restaurants and entertainment in the area. Make note of the best transportation routes, districts, and anything else that builds an inclusive view of the city while enticing attendees to come back again.
Atlanta is a bustling city divided into many districts with their own flavors. Event organizers know that Cobb County is just ten minutes northwest of Atlanta and offers cultural attractions, family destinations, and trendy nightlife perfect for those visitors looking to get out of the Super Bowl madness for part of their trip. In addition to the planned Super Bowl events, attendees will be able to live like an ATL local and see what makes this such an amazing city. Also, spreading out attendees helps the local businesses benefit as well. The Metro Atlanta Chamber estimates that Atlanta will generate around $400 million from this year’s Super Bowl. It is a win for everyone involved.
Planning a citywide event will take more time and effort to pull off successfully, but when you execute the steps properly they make a big impact on attendees, the client’s exposure, and the local economy. If you are looking to plan a citywide event in Atlanta, contact us today! No problem is too big or too small for our event planning company to solve, so let’s navigate the road ahead together!