Developing an Event Program
Event Program
are an extremely practical tool for informing guests about the details of your gathering.
Not only do they condense an immense amount of important information into a single
handbook, but they also serve as gifts for your guests that reflect your brand. Still, designing
your program can be difficult. How should it look, what content should you include, and
how can you make it memorable?
Format
The average event program is 5.5” by 8.5”, but programs come in a wide variety of shapes and sizes.
Though it’s tempting (and sometimes appropriate) to choose a more unique shape, the 5.5” x 8.5” size
is common for a reason: it’s a perfect medium size for guests to both read and carry with them during
the event. It’s also important for your program’s font to be legible and large enough to read,
particularly under dimmed lights. Your content should be formatted in a clean and clear manner, but
cohesive with your event’s scheme. Unsure how to maintain the balance between practicality and
aesthetics? The best way to ensure your collateral looks its best is to enlist the help of a professional
graphic designer.
Content & Layout
The most essential information about your event should be on the cover page of your program.
Inside, you can get more creative! You’ll have room for an itinerary of events, guest biographies,
advertisements, and more. You can even include your organization or company’s mission statement
in your program to integrate your brand into the tone of the event. Be sure to include a map for
your guests, and to thank your sponsors!
Binding and Finishing
No matter how beautiful the design, the way your program is printed and assembled can make or
break its quality. Because your event is a special occasion, now may be the time to strongly consider
using a special finish or unique stock to give the piece some texture. Since every guest will receive a
program, one that is striking to touch is likely to make a huge impact in favor of your organization.
Another strong indicator of quality is in a print piece’s bindery – a saddle-stitched or perfect-bound
program will reflect an organization that sees excellence in the details.
The event name, date, venue, and address
These are the most obvious pieces of information to include as well as the most important. Depending on
the layout you choose, your event name, date, venue, and address should be one of the first elements
noticed. Whether that means it’s on the front page or has the largest font, you’ll want this information
emphasized.
Striking photos and graphics
Choose the images on your program wisely. You won’t have a lot of room to work with, so with the little
room you do have, you’ll want to make sure that they are high quality, accurately depict your event
aesthetic, and provide only necessary information. Images have a lot power when determining the overall
tone of your event, so ensure everything you choose provides positive value.
Important company information
This piece falls under the basic information section of the program and should be included for a quick
background of the event. You can add your company's vision of the event, its purpose, company social
media handles and branded hashtags to use while in attendance, the company’s website or event website,
and more! This section is dependent on the type of event you're hosting and what is most important to
your guests.
The run of show
Take your internal run of show and turn it into a polished schedule, itemized by event, session, and
timing. This element is the reason you’re making a program in the first place, so break down your entire
event in an easy-to-follow outline for your guests so they know exactly what's going on.
Brief description of sessions, breakouts, or show
To complement the event outline above, you should have a very brief
description of each session. This informative section will help your guests
choose what to attend and ensure they know what they will be getting out of it
for participating.
A map of your venue
If your event spans multiple rooms or requires guests to move around, then a map is crucial. Although
you will most likely have maps plastered around various parts of the venue, providing your guests with
a quick reference that they will have on them at all times will make them feel more comfortable. You
can even go a step further with your map by color coding and labeling the designated rooms. Make
sure you make it as easy as possible for your guests to get around to enhance their experience.
VIP, sponsors, and vendor shoutouts
If you have room to spare in your layout, it’s a great idea to include the key players of the event with
their bios, sponsor appreciation, and recognition to everyone who made the event possible. If you
don’t have room on the program for this, make sure you include this section elsewhere.
Frequently Asked Questions (FAQs)
A FAQ section is completely optional, but it is a great idea for more intricate events
so the event staff won’t have to waste valuable time answering basic questions. This
section is also great if you have received a lot of preliminary questions during
registration. Ensure this section provides value to your guests by only answering
questions that will help them during their attendance or immediately after.
Emergency contact information
For obvious reasons, allowing your guests access to an emergency phone
number they can use to call, in addition to the police, is important. Whether
there is a medical emergency, someone gets into some sort of trouble, or the
unexpected happens, an emergency contact number for immediate assistance is
a very smart idea so event staff is aware of the problems taking place and can
respond efficiently and accurately.
Wedding script for an Emcee
https://www.youtube.com/watch?v=uToANk3Y4Zc
