Event planning is often described as organized chaos.

All the permits, guest flows, last-minute curveballs, and the like mean that for any given event there’s quite a bit to manage.

Fortunately, with the right approach and the right team, the chaos (and organization) doesn’t have to feel overwhelming.

Hear it from us: we’ve planned hundreds of activations, pop-ups, samplings, and national brand campaigns across Canada. Whether you’re hosting a small VIP event or launching a multi-city experience, these are our top insider tips to make event planning easier, faster, and more impactful.

1. Start with Strategy, Not Tactics

First and foremost, before even choosing a venue or designing signage, ask yourself what’s the goal of this event?

If your business has been around for a while, you probably have a good idea, but if you’re working with a fresh brand or this is one of your first activations, consider the following goals:

• Are you seeking brand awareness?
• Looking to up your lead generation?
• Have a product you need to trial?
• Pure sales conversion?

When you start with purpose, every decision that follows, location, layout, staffing, budget, can now align to drive results instead of distractions.

2. Build a Realistic Timeline (Then Add Buffer)

One of the biggest event planning mistakes we’ve seen folks new to the game is underestimating lead times.

Until you’ve planned a few events, you’re likely not aware of all the permits, rentals, and staffing, custom builds often require. And even if you do, all sorts of things can lead your event to needing a little more leeway on the runway.

Some studies even suggest you start planning a full 12 months before the event date itself!

In any event, start by building your timeline backwards from your event date, then add 10–20% buffer for:

• Design approvals.
• Vendor availability.
• Production delays.
• Unforeseen pivots.

A little padding upfront saves a lot of stress later.

3. Lock In the Right Vendors Early

Your vendors are your backbone. This is especially true for AV, fabrication, permits, and staffing. 

When planning your event, try to prioritize partners who:

• Have experience in your event type or industry.
• Understand the local market (especially in major hubs like Toronto, Vancouver, and Montreal).
• Are proactive, responsive, and solutions-oriented.

Pro-Tip: If you’re going it alone, working with one full-service partner is often easier than juggling five different ones.

4. Think Through Guest Flow and Experience

A great event isn’t just what people see. It’s really about how they move, what it makes them feel, from start to finish.

After all, studies show that emotional connections are among the most important factors in building brand trust and memorability.

Consider making the most of:

• Entry points and welcome moments.
• Engagement zones (sampling, photo ops, demos).
• Wayfinding signage.
• Line management and dwell times.
• Exit sampling or CTA zones.

Every detail should feel effortless and intentional, and be there to contribute to the impact.

5. Train Your Staff (Don’t Just Brief Them)

Your event staff are the face of your brand. They’re living, breathing, extensions of your brand’s presence.

To ensure consistency and confidence, go beyond logistics:

• Educate them on your brand’s values, voice, and objectives.
• Practice product demos or messaging.
• Empower them to answer questions and handle issues gracefully.

When your team is prepared, the whole event runs smoother.

6. Have a Contingency Plan (Because Something Will Go Sideways)

Unexpected problems happen, that’s an unfortunate part of life. Whether it be the weather, delivery issues, tech glitches, any number of things can go against your perfect plan. 

So, when putting on the finishing touches, be sure to also build in contingencies for things like:

• Backups for key equipment.
• Rain plans for outdoor events.
• Extra staff for high-traffic hours.
• A clear communication chain for decision-making.

Tigris Events: Planning Made Simple, Execution Made Seamless

At Tigris Events (powered by Simon Pure), we take the guesswork out of event planning. Our team handles everything from permits to people, designs to data, so you can focus on what matters most: building your brand.

Whether you need full-service support or help with just one part of the puzzle, we’ll help you plan smarter, faster, and more confidently.

Be sure to contact us today!