How to Properly Research for Your Event

Have you ever been to a race and wondered if the organizers have even seen the route?


Whether you’re starting a new event or re-envisioning a classic, doing the research to make sure your event is the best it can be is important. As a coordinator, it’s important to do the work on the back end so your event runs smoothly.


We suggest beginning with prioritizing what’s most important for your event. This will depend greatly on the type of event you are hosting. Maybe the food and beverage vendors are at the top of the list for your music festival, but the number one consideration for your charity race is where the finish line will be.


Whatever your considerations, here are a few tips to help you get the most out of your research.

  •  Start early. Anyone who’s planned truly anything knows that popular venues fill up before their calendar is event posted. There’s nothing worse than finding the perfect location only to be told it was booked 6 months ago.


  • Ask around. You may turn to online search engines first, but asking around within your network is a great way to save time and get feedback from people you trust.


  • Don’t be afraid to try things again. Maybe your first attempt at team t-shirts was a disaster, but this year you have a better design idea and know who to go to for printing. We’re firm believers in “there’s always next year.” Keep building your event on the lessons of the previous year.


  • Have a clear goal for your event. Each event you coordinate will have different goals. Getting vendors who fall in line with your eco-friendly mission might be different than the ones who match up with your budget. Figure out your goals and make a plan to meet them.


  • See it in person. This goes for just about everything at your event. If food is the main draw, make sure to try it before you book it. If the location needs to be a particular size or type go see it – just in case. Day-of is always crazy enough on its own, so minimize the amount of surprises.


When beginning or continuing research for your event everything seems like the most important part.  Make sure to prioritize your to-do items and have a clear idea of what you want the event to accomplish. With those two things in your tool belt, you can tackle researching anything for your event.




Rebekah Coenen

Rebekah Coenen is a staff writer at VolunteerLocal. She loves Ultimate Frisbee, crafting, and brewing beer.