How to plan an event: curating a successful, unforgettable experience

At the Royal Academy of Dance, we know that running a successful event isn’t just about logistics – it’s about creating a meaningful, lasting experience that resonates with attendees long after the final applause. In this second instalment of our blog series, how to run an event, we’re sharing how to plan an event and key considerations that can help take your event from simply good to truly unforgettable.

According to Eventbrite’s How to use event experience design to craft the perfect Event, when events tap into emotion, they feel exclusive, personal and memorable. Whether you’re planning a corporate conference, educational workshop, or artistic showcase, curating a compelling experience is what sets exceptional events apart from the rest.

Define your vision and mission

Every successful event begins with a clear sense of purpose. A well-articulated vision or mission acts as your guiding star. It should answer questions like:

• Why are you holding this event?
• What do you want attendees to think, feel, or do afterwards?
• How does it support your organisation’s broader goals?

A mission statement helps unify your team and maintain focus as you make strategic decisions. We suggest aligning your event with a strong purpose increases audience connection and satisfaction. It also makes it easier to evaluate success post-event.

Also, when running hybrid events – combining online and in-person participation – it’s essential to consider how to connect all attendees effectively. With audiences often spread across the globe, ensuring seamless interaction and accessible content for everyone is key to a successful experience. Visit Building global events that make a difference with Cvent to read more.

Build around a cohesive theme

An effective way to bring your event to life is through a unified theme. A clear theme shapes the tone of your marketing, decor, programme, and speaker selection, ensuring consistency across all touchpoints.

For one of our events at RAD, we explored the theme of togetherness, breaking it down into strands such as:

• Discover together – encouraging group exploration through workshops
• Learn together – promoting shared growth via talks and collaborative sessions
• Experience together – engaging audiences with immersive performances and activities

This thematic structure helps attendees connect emotionally with the event and makes it easier to design content that aligns with your event’s vision.

Choose the right speakers and special guests

One of the most powerful ways to engage your audience is by curating a lineup of speakers or guests who inspire, challenge, and inform. When thinking about how to plan an event, consider speakers who:

• Reflect your event’s values and theme
• Have strong storytelling skills or subject-matter expertise
• Can energise the room and create memorable moments

Remember, speakers don’t always have to be big names. Sometimes, rising stars or passionate industry voices offer the most compelling insights, often at a more manageable cost.

Create the “WOW” factor

What will your attendees remember most? Surprising and delightful moments – like an unexpected celebrity guest – can turn a good event into an unforgettable one. These touches don’t just entertain; they create conversation starters, photo moments, and emotional connections. A report from Bizzabo found that 87% of event professionals consider engagement and emotional connection a key measure of success. Creating a standout moment could be what turns attendees into loyal ambassadors for your event.

Meet attendee needs thoughtfully

To ensure your event is welcoming for all, think about the full attendee experience. That means going beyond programming and considering:

• Quiet zones for reflection or downtime
• Prayer spaces or inclusive scheduling around cultural needs
• Accessibility for individuals with disabilities, dietary needs, or sensory sensitivities

Inclusivity isn’t a box-ticking exercise – it’s about valuing each attendee and ensuring they can participate fully and comfortably. According to a 2024 Meeting Professionals International (MPI) survey, accessibility and inclusivity are now core expectations among attendees, not extras.

Final thoughts on how to run an event that lasts in memory

Curating a successful event is about intentionality – every detail, from vision to execution, should reinforce your purpose and audience connection. As this blog shows, how to plan an event goes far beyond schedules and logistics. It’s about storytelling, connection, and care.

Looking for the perfect venue?

If you’re searching for a beautiful, well-equipped event space, why not consider the Royal Academy of Dance? Our Aud Jebsen Studio Theatre and studio spaces at our London headquarters provide a stunning setting, complete with technical support and a dedicated team to ensure everything runs smoothly.

Email hires@rad.org.uk to arrange a visit and see how we can help bring your event to life.