Event Consulting
Consulting for existing events.
Fewer visitors, rising costs, queues at the entrance? We review how your event works today and deliver a prioritised action plan – and, if you wish, support you in putting it into practice.
For organisers, associations, Pro Loco groups, municipalities and companies.
Signs
When a review makes sense
- Visitor numbers are flat or falling
- Costs are rising faster than income
- Queues, bottlenecks or unclear visitor flow
- A repetitive programme that does little to attract new audiences
- Organisation depends on a few people and has no set procedures
- Partners and sponsors are hard to win
Analysis
What we review
Concept and programme
Consistency of the format, target audience and appeal of the programme.
Organisation
Roles, processes, timelines and the team’s tools.
Visitor flow and site
Visitor routes, entrances, areas and services.
Infrastructure
Set-up, technical services and logistics.
Finances
Costs, income, sponsorship and funding model.
Communication and partners
Channels, messages and involvement of partners and businesses.
Outcome
What you receive
Depending on the agreed scope, you receive an analysis and prioritised recommendations with next steps.
Current situation
How the event is organised today: processes, roles, costs, programme and partners.
Assessment
Strengths, weaknesses and potential – with clear reasoning.
Prioritised action plan
Concrete measures with priority, timing, responsibility and a rough estimate of effort.
Implementation support (optional)
If you wish, we support you in putting the measures into practice.
Example
What an action plan can look like
Fictitious example – no client data
| Priority | Measure | Finding from the review | Timing | Responsible |
|---|---|---|---|---|
| A | Reorganise entrances and visitor routes | Waiting times at two entrances, unclear signage | Before the next edition | Organiser with site planner |
| A | Standardise exhibitor contracts and pitch fees | Varying terms, high coordination effort | Six months ahead | Organiser, supported by VACANTO |
| B | Add an afternoon programme for families | Few visitors in the early afternoon | Next edition | Programme team |
| C | Develop a partner package for local businesses | Sponsorship so far only through individual arrangements | Medium term | Organiser with partners |
Getting started
Documents that help us get started
Anything you do not have, we clarify in the initial call.
- Short description of the event and how it has developed
- Programme and site plan of the last edition
- Overview of costs and income, where available
- Available data on visitors, exhibitors or sales
- How tasks are shared within the team
- Feedback received from visitors, partners or authorities
Process
How it works
- Step 1Conversation
Goals, history of the event and perceived issues.
- Step 2Analysis
Documents, available data and, where possible, observation on site.
- Step 3Report
Strengths, weaknesses and potential.
- Step 4Action plan
Concrete measures with priority, timing and indicative costs.
- Step 5Support
Optional: we support you during implementation.
Want to take your event further?
Tell us how the last edition went.