The flowers and rain showers will soon be upon us, marking the beginning of spring. With the new year and new season comes a whole slurry of new events you’ve been working so hard to put together! It may only be February but it’s prime time for organizing your spring events. To help you at whatever stage of the process you’re in, here’s some helpful tips and tricks for making the most out of your spring event.
Some of the most common spring events being held are: outdoor music festivals, Easter focused events, Cherry Blossom festivals, outdoor/nature events, and film festivals. As the weather begins to warm up, everyone is excited to be spending more time outside and itching to attend their favorite spring events. With Easter around the corner, families are looking forward to fun activities they can do together in celebration.
General Planning Tips
1. Don’t sweat the small stuff. Small mishaps are bound to happen when organizing your event; you can’t plan for everything. Don’t let the small stuff knock you off track though - keep pushing through.
2. Lean into the season. Spring is a wonderful time to enjoy the weather and each other, don’t shy away from the beauty that Spring brings with it. We’d encourage you to find ways to incorporate the life of Spring into your event in creative ways.
3. Expect the Unexpected. Event organization can be stressful and tends to be littered with curveballs being thrown left and right. While you can’t plan for every eventuality or mistake, you can set yourself up for success by expecting the unexpected.
4. Follow up. Every good event can be elevated to great with some post-event follow up. Don’t leave your guests hanging, reach out to them with a thank you and lend a personal touch to your event. The follow up can make a big difference when it comes to engendering loyalty. Not to mention it often makes guests feel more involved.
5. Don’t overthink it. This is easier said than done, we know, but still an important reminder. The details matter and organizing a spring event can sometimes feel overwhelming, but it’ll all work out. Sometimes done is more important than perfect, so knowing that you can’t have every detail perfect you can focus on the event as a whole.
6. Secure your entertainment early. As the weather starts to allow for more outdoor activities and events, available entertainment professionals may be increasingly difficult to find as their busy season is approaching. If you plan on utilizing live entertainment, consider securing said entertainment early on in the planning process.
7. Create a festival guide. If you’re hosting a music festival, consider creating a pamphlet for your guests to give them a rundown on the event. You should include a site map, set list, schedule, background on your talent, and any other relevant information. This could also be a great opportunity to create sponsorship opportunities by offering ad space to potential sponsors.
8. Don’t skimp on the entertainment. No matter what type of spring event you’re hosting, your guests will appreciate good entertainment. Having good sound and lighting is especially important for music festivals as well.
9. Stay up-to-date with permits. With outdoor events, there are often permits required by your local government to ensure safety.
Managing Unpredictable Weather
Spring can be one of the most volatile and unpredictable times of the year in terms of weather, no matter where in the country you are. The forecast can change at a moment's notice so our biggest tip is to have a backup plan and be prepared for anything.
10. Always be prepared. No matter what kind of event you’re hosting or weather is forecasted, you should always be prepared for the unexpected.
11. Have a backup plan. A backup plan is essential when dealing with unpredictable weather; put together a plan that includes alternative venues, food, and entertainment options on the off chance you need to transition inside.
12. Know your venue. It’s helpful to know exactly what your venue can handle in terms of both capacity and weather. Being aware of your venue’s limitations can help you decide what to do in the event of an emergency.
13. Keep everyone in the loop. Once you put together your game plan and alternative solutions, let your team know what the plan is and what part they’ll play in it.
Making Your Event Stand Out
It’s not always easy to create a truly unique event that stands out amongst the crowd. As the weather begins to warm, guests will be clamoring to attend their favorite (and soon-to-be favorite) events of the season.
14. Create an immersive experience. Through the use of music, art, entertainment, or decor, you can build an immersive experience for your guests. Allowing them to relax and enjoy what you’ve put together. When done right, it adds a layer of excitement and enjoyment that could set your event apart.
15. Cater to all ages. We don’t mean your event can’t be age-specific, only that if you’re hosting an event with a wide age group, there should be something for everyone there. Find ways to include parents at your Easter Egg Hunt, or add a fun kid-friendly experience to your Cherry Blossom Festival.
16. Make it easy. It may seem too simple, but easy is good. Your guests don’t want to spend more time thinking or planning than they have to, so if you make it easy for them to buy tickets to your event, to show up, and to have a great time, they’ll thank you for it. Plus, it’ll help you stand out from other events that have complicated processes.
17. Try something new. If you’re hosting an annual event, it’s important to keep it fresh and different to encourage guests to keep coming back because they know they’ll have a different experience. Consider changing up the theme, venue, entertainment, or add a fun twist to keep things interesting.
18 Don’t forget about social media. Use social media to your greatest advantage by showing up and interacting with your target audience. Not to mention the power of building up FOMO with in-the-moment posts, giveaways, games, or rewards that can cause a buzz and drive guests to your future events.
19. Trigger an emotion. Emotions and feelings often linger long after the music or the food or the entertainment, those are the memories and pieces of an event we hold onto the longest. One way to make your event stand out is to evoke powerful emotions within your guests’. From peace to joy to comfort, it’s often the little things that have the biggest impact on your guests.
Spring Event Theme Ideas
- Cherry Blossom Festival
- Garden Party
- Easter Egg Hunt
- Easter Farmer’s Market
- Easter Charity Event
- Spring Break
- Carnival
- Ice Cream Bash
- Hawaiian Luau
- Everything Pastel
- Feelin’ Floral
- Spring Fling
- Colors of Spring
- Palm Springs
- Alice in Wonderland
Food and Drink Ideas
Appetizers:
- Crab Cakes
- Bruschetta
- Charcuterie Board
- Fruit
- Spinach Puffs
- Stuffed Mushrooms
- Garlic Knots
- Spinach Artichoke Spring Rolls
- Grilled Vegetables
Entrees:
- BBQ
- Smoked Salmon
- Margherita Pizza
- Pork & Asparagus Stir-Fry
- Tacos
- Lemon Tortellini Soup
Dessert:
- Fruit Pie (Cherry, Apple, etc.)
- Sheet Cake
- Sorbet/Sherbet
- Cake Pops
- Cupcakes
- Lemon Meringue Pie
- Lemon Bars
Drinks:
- Tea
- Strawberry Mint Tea
- Lemonade
- Lavender Lemonade
- Arnold Palmer
- Mimosas
- Sangria
- Wine
- Light Beer
- Piña Colada
- Bloody Mary
Spring Into Action!
No matter what spring event you’re putting together, beware of bad weather and poor planning. Armed with our 19 tips for planning your spring event and some great food/drink options, it’s your time to shine.
One last tip: Don’t Skimp on Ticketing. Creating a seamless and simple event for your guests should be high on your priority list. One of the things that trips up guests and event organizers alike can be bad ticketing. Choosing a platform like Passage will provide you with peace of mind and your guests with both world-class support and an easy ticket purchasing experience.
To learn more about how Passage can simplify your ticketing to help you reach more fans and sell more tickets, schedule a virtual demo today.
