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December 24, 2023

The top 10 questions to ask yourself to successfully organize an event

 Animation Concept

Here are the top 10 questions to ask yourself to successfully organize an event:

1- What is the total budget for my event?

The budget will be divided into several levels:

  • There food : a buffet, food stations, a cocktail dinner, a meal with services, lunch boxes, etc. (Provide a meal for the technical team and artists of your event)
  • THE invitations: by post, by email, by messenger, etc.
  • There promotion: advertising by object, radio, TV, flyers, by actors, social media,
  • There specs: sound system, lighting, special effects, audio-visual, stage, dance floor, electrical boxes, generators, etc.
  • THE decorations: stage, hall, lobby, outdoors, centerpieces, etc.
  • L'animation: artists, shows, speakers, service staff, coordination and management, etc.
  • Others : security, photographer, gifts, door prizes, trophies (plaques or medals), insurance, etc.


2- What type of event do I want to organize that fits well with my target audience?  

  • Fundraising (financing activity)
  • Team Building (speed meeting, team learning, training)
  • Conference(s)
  • Golf tournament (other sports tournaments)
  • Congress (symposium, general assembly, forum, convention, seminar, etc.)
  • Business meeting
  • Wedding (anniversary, bachelor party, shower)
  • Rally (carpedestrianphoto, GPS, nature hiking, etc.)
  • Festival
  • Exhibition (exhibition, fair)
  • Promotion (product and/or service launch, sidewalk sales)
  • Private event
  • BBQ (outdoor day)
  • Christmas party (employee party)
  • Open day
  • Company anniversary
  • Recognition day
  • Family day
  • Back to school (end of the school year)
  • New Year's Day
  • Feast of St Jean Baptiste
  • Christmas tree stripping
  • Commercial holidays: Easter, Halloween, Mother's Day, Father's Day, Valentine's Day, etc.


3- Which location is best suited for my event?   

  • Reception rooms: when there is no room rental.
  • Restaurant rooms: for small events
  • Performance halls: for performances or presentations (Théâtre Plaza, Petit Medley, Café Campus, Métropolis, Théâtre l'Olympia, Le bain Mathieu, Del Arte, etc.)
  • Hotels, hostels, convention centers: when there may be room rentals (Ideal for: conventions, conferences, corporate events, weddings, private events, etc.)
  • Large venues: Fair centers, Convention centers, Marché Bon Secours, Olympic Stadium, Hangar of the old port of Montreal, Montreal Science Center, etc.
  • Golf clubs, sugar shacks, ski centers, sports centers, vineyards…
  • Cinemas, museums, the Planetarium, the Insectarium, the Biodôme
  • Community centers, church basements, schools, auditoriums, etc.
  • Outdoor sites: the old port of Montreal, Parc Jean Drapeau, the Laval Nature Center, Parc Maisonneuve, the Esplanade of the Olympic stadium, Parc Molson, Mont St Bruno, Mont St Hilaire, Mont Royal, the race tracks, the Laval Nature Center, etc.


** Please note that outdoor sites and non-standard rooms cost much more than rooms, hotels, convention centers, etc.


4- What type of entertainment do I want to offer my guests to make my event a success?


5- What resources are useful for carrying out my event?

  • Volunteer(s)
  • Security agents
  • Host(s) or hostess(s) at reception
  • Installer(s): for the decorations, the “sound and lighting” technique, the preparation of the room, etc.
  • Author(s) for: the texts of your event, a catchy slogan, creating content, a speech, a communication, programming, a schedule, a guide, an event evaluation questionnaire, etc.)
  • Coordinator and coordination assistant(s)
  • Director or artistic director
  • Maintenance staff
  • Technician(s) for: sound, lighting, audio-visual, special effects, etc.
  • Social media manager


6- What decorations or decorative elements will create a WOW at my event?

  • Stage decorations (2 dimensions or 3 dimensions)
  • Room decorations (2 dimensions or 3 dimensions)
  • Entrance hall decorations (2 dimensions or 3 dimensions)
  • Exterior decorations (2 dimensions or 3 dimensions)
  • Balloon decoration
  • Lighting atmosphere (Gobo projections on the walls with Leko, LED, Moving Light, smoke, dry ice)
  • Moving scenery (Video or character projections)
  • Centerpieces
  • Ice sculpture(s): personalized sculpture, with or without the company logo.


8- What are the essential technical needs of my event?

  • THE sound system depending on the number of guests for: dance party with DJ, the band ''musical group'', the background music in the hall, the speaker(s) or training during the day, the workshops and/or the team building during the day, etc.
  • THE lighting system for: the dance evening, the stage, the atmosphere of the room, the atmosphere of the hall during the cocktail, the decorations or decorative elements, the posters, etc.
  • THE possible types of lighting: Led or Del (for ambient lighting), leko (for stage lighting or projection of gobos on the walls), motorized “moving light” lighting (for ambiance and dance evening), laser (for the evening dancing), ''black light'' (for the ambiance of the room or stage), strobe, etc.
  • THE audio-visual projections for: sponsors, a photo montage of the event, power point presentations, a promotional video, a short film, a film, a dance video evening, a live broadcast of the event,
  • Giant Screen(s): rear or front projection, possible sizes: 6'
  • Stage or room monitor(s): plasma screen(s), LED screen(s), LCD screen(s)
  • THE special effects possible: fireworks (indoor or outdoor), confetti and streamer cannon(s) (manual or electric), smoke machine(s), fog machine(s), machine(s) ) dry ice, CO2 cannon(s), etc.
  • There scene for: the main setting, the show(s), the speaker(s), the band(s), highlighting an artist(s), etc.
  • THE dance floor for: the dancing evening, the entertainment and games area during dinner, the presentation(s) of dance show(s) or circus performance(s), etc.


7- What is the eye-catching visual of my event?

  • THE logo Or visual of the event for: posters, displays (reception, sections, zones, exhibitors, sponsors, partners, promotions), centerpieces, tickets, T Shirts, costume(s) ), caps, emails, event guide or program, subject advertising, etc.


8- What type of food service is best for my event?

  • Buffet (lunch, dinner or dinner): without any service, or soup and wine service at the tables.
  • Late evening buffet.
  • Food stations: all-you-can-eat buffet formula with several service points.
  • Cocktail dinner: with service (several appetizers, varied choices)
  • Dessert tables
  • Candy counter
  • BBQ type: ideal for a family day, open house, etc.
  • Lunch box: ideal for a day outside, team building, etc.


9 – What are the means of promoting my event?

  • Make a list of possible participants: office colleagues, parents, friends, target audience, etc.
  • Choose a good date!
  • Make a list of VIP guests, media and staff
  • Determine the cost per person and thus the selling price of tickets.
  • Price tickets in advance and at the door (the same evening).
  • Make a group price for ticket sales
  • Promotion of ticket sales: radio, TV, newspapers, billboards, cinema, partners, contests, emails, faxes, etc.
  • Marketing on social networks: Facebook, Twitter (live tweeting or live streaming), LinkedIn, Viadeo, blog, photo space: Picasa, Flickr, Pinterest, Instagram, or video space: Youtube, Dailymotion, Vimeo,


10 – What are the other means of financing my event?

  • Competition: sale of tickets for participation prizes or door prizes
  • Silent auction or shouted auction
  • Sale of derivative products: t-shirts, caps, promotional items, etc.
  • Food sale
  • Sale of alcohol
  • Sale of services during the event
  • Changing room
  • Parking
  • Donations


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