If only it were that easy. As you know, there are many things to consider as you look through the calendar to pick the best date and time for your event. Some events need to take place a certain time of year due to the nature of the event or have always been held on a certain weekend. Some dates may be based on venue availability.
Questions to ask yourself:
What time of year works best for your industry, organization and attendees?
Construction and agricultural industry events in the Midwest are good to have in winter months when their schedules are more flexible. Summer holiday weekends may not be a great time for a corporate conference that takes people away from their families but it can be great for music events and festivals.
Is it an indoor or outdoor event?
Consider the time of year and choose the appropriate month. Weather records can be helpful when choosing a date for an outdoor event. We have a group with an outdoor event that chose their date because historically it is the least likely weekend in September to rain. So far, it has been a good choice for them.
What does your budget look like?
You may be able to get more bang for your buck by booking during the off-season or on a weekday.
Are there other events on the same day in your area that may affect your targeted attendees?
If you’re trying to reach prospective clients and you know many will attend the same conference, try hosting your event adjacent to another industry event to take advantage of those attendees already in the area.
If you’re fundraising, is the event in the same month as similar events or charities?
To meet attendance and fundraising goals, you don’t want to ask your major donors at the same time as everyone else.
Keep in mind, no matter how perfect your event is, you may not get every person you want there.
When it’s springtime in the Midwest, people are tired of being indoors during the winter months and are ready for outdoor activities or to just sit on a patio with a cocktail. They may be less interested in getting cleaned up and making it to an evening gala.
There isn’t a magical formula. Research, flexibility and attendee feedback are key elements that will help you choose the best date for your event. And give us a call, we’d love to help you out with whatever you have going on!