Embracing The Return of Pre-Pandemic Event Planning Timelines
Gone are the days when you could pull off a major corporate event in just two to four months. For a few years, post-pandemic event planning timelines became a bit like the Wild West. Things were changing in the corporate world so frequently that many companies were waiting until the very last second to pull the trigger on hosting an event. However, the wind has changed and it is no longer advantageous to make these decisions last minute. Events are back, they have been back, and now they are hotter than ever. Due to a shortage in the supply of venues and vendors post-pandemic, most corporate events require a runway of at least 8 to 12 months—or even longer for events over 400 people. Interested in a direct comparison of pre and post-pandemic timelines? We created something just for you, request access HERE.
The Shift Back: Understanding the Reality of the Situation
At the height of the pandemic, the event industry was in a state of flux. With frequent cancellations and uncertainty. Vendors and venues were experiencing rapid changes in their availability, allowing planning partners to compress the timeline for organizing major events. When one door would close, another would open, and they were prepared to make up for lost time in 2020. This flexibility was a silver lining in an otherwise challenging time. However, as the world has adjusted, so too has the event industry. We’re now seeing a return to pre-pandemic timelines, where securing a venue a year in advance—or even two years for tier 1 cities (New York, Miami, Los Angeles)—has become the norm again.
Why the Change?
Several factors contribute to this shift. First, there’s an increased demand for in-person events as companies and organizations seek to reconnect face-to-face in their new hybrid work environments. What once seemed to be a temporary way of life has become more permanent and requires teams to plan events to stay connected. This surge in demand but no increase in supply means that the best (most valuable, desirable, and easy to work with) venues and vendors are quickly getting booked up, making it essential to plan further ahead. Second, the logistics of organizing an event have become more complex, often requiring hybrid event attendance options and outside-of-the-box customization—all of which require more time to coordinate.
Staying Ahead of the Curve
So, how do you adapt to this return back to “normal”? The key is to stay ahead of the curve by embracing longer planning timelines. Here are a few practical tips to help you adjust:
Start Early: Begin the planning process as soon as possible. The earlier you start, the more options you’ll have for venues, vendors, and other critical components.
Secure These Two Crucial Elements First: First things first, choose a trusted planning partner to help you maximize your strategy, budget, and impact. Researching and securing your location should be your second priority. Once your planning partner and venue are locked in, other aspects of your event can fall into place.
Build Strong Relationships with Vendors: In a landscape where availability is tight, having strong relationships with trusted vendors can give you an edge. They’re more likely to prioritize your inquiry and your event if you (or your planning partner) have worked together before and you reach out early.
Be Flexible: With longer timelines, it’s essential to build flexibility into your plans. Work with your planning partner to determine must haves, nice to haves, and negotiables to ensure you get the most value out of your venue & vendor contracts.
Don’t Be Left Behind!
While the return to pre-pandemic timelines may feel like a challenge, it’s also an opportunity to create more thoughtful, well-executed events. By adjusting your planning strategies and starting early, you’ll be well-positioned to secure the best venues, vendors, and outcomes for your events. Remember, in this era of event planning, being proactive and prepared is your best strategy for success.
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serving up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Chicago, Seattle, and beyond.