Spring Event Planning: Tips for a Successful Event
Spring Event Planning: Tips for a Successful Event
BoomPop Team · 2/20/2025
Spring Event Season is in Bloom
Spring is in the air, and it’s the perfect time to bring people together. Warmer temperatures, renewed energy, and the promise of fresh ideas make spring an ideal time for events of all sorts. But don't wait for the flowers to start blooming to start planning! The fact is, spring event planning requires even more foresight and preparation, for a number of reasons.
Let’s take a look at some of the reasons the early bird gets the worm (and better rates and venues!) When it comes to planning events - from offsites to conferences and beyond—for April, May, and June.
Spring Event Planning & Seasonal Demand
Spring's popularity as an event season is a double-edged sword. While the weather is perfect for events of all types, that means there are a lot more to plan around and take into consideration. This translates to increased demand across the board. Here are some key factors that make spring event planning more complex:
Increased Demand: Venues book up quickly, and competition for prime dates is fierce.
Travel Season: Spring break, wedding season, and a surge in corporate travel create a perfect storm for travel woes. Flights become pricier, hotels fill up, and transportation logistics can become a headache.
Higher Demand Impacts Costs: With more demand in basically every area of your event budget come higher prices. Planning ahead helps you lock in lower rates and get more out of your per-person and total event budget.
Scheduling Conflicts: Coordinating team availability becomes a complex puzzle. For company events, you have to navigate around spring break trips, weddings, graduations, and conferences dotting everyone's calendars. For events like user conferences, client dinners, and networking events, add to that a look at the broader events calendar your clients or prospects are likely to attend in your industry.
When to Start Spring Event Planning
For spring events (think April, May, and June), the time to start planning is as early as possible. Yes, you read that right! While general event planning wisdom suggests starting 3-6 months prior, peak seasons demand an even earlier start. Getting a head start 6-9 months in advance can help you secure more options - and lock in lower rates. For popular venues or large groups, even 9 months might not be too early to start the planning process. The size and type of your event also play a role—the larger the group, the earlier you should begin.
For company events like offsites and retreats, get an early start finding availability through things like team surveys. Gauge your team's availability and preferences early on. This data will be invaluable when selecting dates and destinations. Early booking is your secret weapon. It not only secures your preferred venues but also often unlocks favorable travel rates, saving you significant costs. Then, block time on calendars as soon as you have locations selected and venues booked.
Get ahead of the planning process by taking a look at a typical year in events for your business. Map out your organization’s key events from the past year, such as quarterly offsites, company kickoffs, SKOs, and user conferences. Then, align on this year’s event timelines as far out as you can, even if you’re not involved in planning each event! This can help you target ideal times for your upcoming events so you can develop unique work back timelines for each, creating an event planning cadence that keeps you one step ahead. A strategic approach allows you to plan further in advance, potentially saving money and securing better options (and not just for your spring events!).
Important Considerations for Spring Events
Travel Impacts: Be prepared for unique travel considerations and higher costs due to spring break, wedding season, and increased corporate travel. Factor these potential increases into your per-person and overall budget.
Budget Allocation: Secure your budget early, and when possible, add more buffer to your spring event budgets. For example, if your organization hosts quarterly offsites, consider allocating a larger portion of your annual offsite budget for events held during April, May, or June.
Event Dates & Team Availability: When selecting your spring event dates think about balancing flexibility and team availability, and make sure your key stakeholders are aligned in what to weigh more heavily. Having some flexibility on event dates can open up more options and help you get more out of your budget, but factoring in team availability may make your dates less flexible. The further out you start planning your spring events, the easier it can be to balance these considerations.
Location Selection: Spring offers a fantastic opportunity to explore alternative destinations and plan unique excursions and experiences. Consider locations that aren't traditional spring break or conference hotspots to help you get more from your event budget, and think about selecting locations that are at their absolute best during springtime!
Seasonal Change & The Time Zone Shuffle
Embrace the changing seasons and switch up your usual offsite or event location with your spring events. This is another way a strategic view of your annual event plan can really pay off. Whether your team is distributed across the country or all in one spot, select a mix of locations in different time zones to make the most of each region’s seasonality. Spring is a great time to visit some locations that might be less appealing during the colder months!
Spring Event Location Ideas
Looking for some inspiration for off-the-beaten path locations for upcoming spring events? Here’s a look at some cities that might be perfect for your spring events.
Washington D.C.
Experience the nation's capital in its cherry blossom glory, exploring history, culture, and vibrant nightlife. Explore this sophisticated hotel and meeting venue located just off the National Mall.
Boston
Immerse your team in history, academia, and a thriving culinary scene as the city awakens from winter. Explore this hotel in the heart of downtown Boston.
Minneapolis
Discover the vibrant arts scene and enjoy the charm of the Midwest as spring breathes new life into the city. Consider this stylish and comfortable urban escape that is walking distance from popular attractions and unique dining experiences.
Kansas City
Explore a unique blend of history, art, and culinary delights in a city that truly comes alive in the spring. This sophisticated destination for business and leisure travel is located in the heart of Kansas City's best upscale shopping at Country Club Plaza.
Spring Event Planning Made Easy
Don't let the popularity of spring events catch you off guard! Our team can help. you navigate the ins and outs of planning an incredible spring event, from offsites to user conferences and beyond! Get in touch to learn how we can help you create an unforgettable spring event.
