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Definition and importance of event planning

Event planning, a central aspect of event planning and management, is the process of developing, coordinating and executing events of various types and sizes. An event is generally understood as any planned gathering of people, whether virtual or physical, with a specific purpose that can range from educational seminars to entertainment activities.

Event planning specializes in the detailed organization and management of these events, with a focus on creating a seamless experience for both organizers and attendees. From concept development to budgeting and follow-up, event planning encompasses all aspects necessary to make an event a success.

Event planning software, such as that offered by, plays a critical role in planning and executing events efficiently by providing comprehensive tools and resources that support the entire process from event planning to event execution.

Different types of events

Events can be diverse, each with their own specific requirements and target groups. Here is an overview of the top 10 types of events, their size, the requirements they have and how can support them with its event planning software:

Type of event Size Requirements & support by
Conferences Large Conferences require comprehensive participant management and agenda planning. offers solutions for agenda planning, participant registration and management.
Workshops Medium to small Interaction and collaboration are key here. enables interactive session planning and workshops with integrated communication tools.
Festivals Very large Festivals require robust visitor guidance and event apps. provides support with a festival app that offers navigation and program overviews.
Company events Variable From networking to presentations, covers it all with its networking and presentation tools.
Hybrid Events Large A combination of physical and virtual elements requires flexible platforms. is specialized in hybrid events with seamless integration of both formats.
Trade fairs Very large Trade fairs require comprehensive exhibitor and visitor management systems. offers solutions for Visitor management and exhibitor engagement.
Sport events Large Timelines, results reporting and participant engagement are crucial. provides support with customized event apps.
Training seminars Medium The focus is on knowledge transfer and exchange. offers interactive tools for presentations and discussions.
Networking-Events Small to medium Making contacts requires intuitive networking platforms. offers extensive networking features.
Virtual Meetups Small to large Virtual meetups require robust online platforms. provides support with stable video and communication tools.

Important steps in event planning

Planning a successful event requires careful consideration and organization. Here are the most important steps in event planning:

Goal definition: determine the purpose and objectives of your event.

Budgeting: Set a realistic budget and stick to it.

Target group analysis: Identify your target group and their needs.

Choice of venue: Find the ideal location that suits your event.

Marketing and promotion: Develop a strategy to reach your target group.

Attendee management : Use event planning software such as talque to register and manage your attendees to ensure a smooth process.

Content and program development: Plan the program and content that meets your objectives.

Technology deployment: Use event management software like to increase efficiency and ensure a smooth experience.

Logistics: Coordinate all logistical aspects, from catering to transportation.

Follow-up: Gather feedback and analyze the success of your event. unterstützt Eventplaner bei jedem dieser Schritte mit seinen umfassenden Funktionalitäten, von der Teilnehmerverwaltung über die Agenda-Planung bis hin zu Networking-Tools, die eine nahtlose Eventerfahrung gewährleisten. By integrating event planning and event management into one platform, provides a valuable resource for efficient event planning and execution.

Success factors in event planning

A successful event is characterized by several key factors that are essential for its success:

Clarity of purpose: A clear understanding and precise definition of event objectives are fundamental to the success of any event.

Engaged attendees: Creating a welcoming and interactive environment is crucial to encourage participation and engagement from attendees.

Smooth organization: Careful planning and implementation of logistics and timing will ensure the event runs smoothly.

High quality content: Providing relevant and engaging content that meets the interests and needs of the target audience.

Effective marketing: The development and implementation of marketing strategies specifically designed to reach and engage the desired target audience.

Use of technology: The use of advanced event technology to increase organizational efficiency and enhance the attendee experience. offers comprehensive support for all these success factors. offers comprehensive support for all these success factors. The platform facilitates clear goal setting and planning, encourages attendee interaction through innovative networking features, supports organization through efficient scheduling and logistics tools, enables the integration of high-quality content, strengthens event marketing and maximizes the use of technology by providing comprehensive event management software. Thus, is available as a central resource to help organizers seamlessly integrate and manage the success factors for a successful event, ultimately leading to the realization of exceptional events.

Smooth running and follow-up of the event

For an event to be successful, it is crucial that everything runs smoothly, followed by effective follow-up. Here are the key components:

Detailed planning: thorough preparation is essential to ensure that every aspect of the event is carefully planned in advance. This includes event planning from the concept phase through to execution.

Communication: Clear and ongoing communication with all stakeholders, including team members, suppliers and attendees, is essential to coordinate and minimize misunderstandings.

Technology: The use of event management software is critical to efficiency in planning and execution. Event planning and management tools such as provide a platform to manage all aspects of the event.

Feedback collection: Collecting feedback from attendees after the event is important to gain insight into the attendee experience and identify areas for future improvement.

Analyzing success: Evaluating the success of the event against pre-defined KPIs (Key Performance Indicators) helps to measure ROI (Return on Investment) and determine the value of the event. takes all these aspects into account through its integrated planning and communication tools, provides event management software for a smooth process and includes features for feedback collection and success analysis. Through these comprehensive features, helps event organizers plan and follow up effectively to ensure that each event meets its objectives and attendees have a positive experience.

Incorporating social media to increase success

Social media can be a powerful tool to increase reach and engagement for your event:

Promotion: using social media for event announcement and promotion.

Interaction: Encouraging interaction with attendees before, during and after the event.

Content Sharing: Encouraging the sharing of content and experiences on social media. enables the integration of social media into your event by providing features to easily share content and encourage interaction on these platforms.

Use of event management software

The use of event management software is crucial to ensure the success of events, especially when:

Event size: useful even for small events, it is essential for medium to large events.

Complexity: The more diverse the requirements, the more you will benefit from the software.

Attendee expectations: Expectations for a seamless experience can only be met with suitable software. should be used to provide comprehensive support from start to finish – from planning to participant management and follow-up.

Virtual and hybrid events

In today’s world, virtual and hybrid events have become indispensable. offers comprehensive support to ensure that these events are just as successful as purely physical events. The platform supports the organization, implementation and follow-up, regardless of the size of the event.

Target group-oriented event planning

The importance of target group analysis for event planning

A detailed target group analysis is crucial for the success of an event. The following steps are important:

Market research: Collecting data about the target group.

Segmentation: Dividing the target group into specific segments.

Needs analysis: Understanding the specific needs and preferences of the target group.

Personalization: Adapting the event experience to the needs of the target group. supports target group analysis with tools that help to better understand the target group and adapt the event accordingly.

Defining the target group and their needs

Defining the target audience involves identifying specific characteristics such as demographics, interests and behavior. Understanding what motivates the target audience and how best to reach them is essential to creating a successful event. enables in-depth analysis and segmentation of your target audience to precisely meet their needs.

Providing added value for internal and external target groups

To offer added value to both internal and external target groups, the event must:

Provide content of high relevance: The content should be tailored to the interests and needs of the target group.

Create opportunities for interaction: Encourage networking and interaction among participants.

Integrate feedback mechanisms: Collect and consider participant feedback for continuous improvement.

With, you can ensure that your event takes these aspects into account and offers real added value to both internal and external target groups.

Planning and organizing an event

Step-by-step guide to event planning

Planning an event requires a structured approach. can support you every step of the way:

Set goals: Define what you want to achieve with your event.

Plan budget: Set an overall budget and stick to it.

Determine your target group: Who is your target group and what do they expect from your event?

Select venue: Choose a venue that is both practical and appealing to your attendees.

Create content and agenda: Plan the content that supports your goals and appeals to your target audience.

Use technology: Use to efficiently manage your event and provide an engaging attendee experience.

Choosing the right event date and time

Choosing the right date and time is critical to the success of your event. Consider holidays, industry-specific dates and the availability of your target audience. can help avoid conflicts by providing insights into favorable time slots.

Consider the type of event

The type of event influences many decisions, from the choice of location to the format. Whether virtual, hybrid or physical, offers flexible solutions to optimize your event according to the event type.

Effective use of the event to achieve the objectives

Every event should have clearly defined objectives. With, you can ensure that every session, speaker and activity is aligned with these objectives to maximize impact.

Successful event management

Successful event management requires a combination of good planning, the right technology and an eye for detail. helps organizers to efficiently organize and execute their event, from the initial planning phase to the follow-up.

Summary of the most important insights into event planning

Event planning is a comprehensive process that ranges from the initial idea to the follow-up of an event. By considering the type of event, target audience needs, selecting the right date and location, and effectively using event management software like, organizers can create successful, targeted events that satisfy both attendees and organizers.

Looking ahead to future developments and trends

The event industry is constantly evolving, with an increasing focus on technology, sustainability and attendee experience. For an outlook on future developments and trends in event planning, visit the blog article “The future of the event industry” on

With the right tools and strategies, event planners can not only respond to current trends, but also create forward-thinking, unique events that will last.

These customers trust our event management software

Content Hub

Data management rethought: simple self-service for data collection by stakeholders – easy communication with speakers and partners.


Maximum visibility for events through the use of content plugins – agenda, speakers, exhibitors, sponsors and products


More interaction and information for visitors: the talque app

Digital/hybrid Events

Individual and creative implementation: the entire event can take place via the talque platform and digital visitors are also optimally integrated

Content Hub

Data management rethought: simple self-service for data collection by stakeholders – easy communication with speakers and partners.


Maximum visibility for events through the use of content plugins – agenda, speakers, exhibitors, sponsors and products


More interaction and information for visitors: the talque app

Digital/hybrid Events

Individual and creative implementation: the entire event can take place via the talque platform and digital visitors are also optimally integrated

Why talque

Our focus has always been on bringing people together. Over the years, we have therefore developed a variety of creative meeting and matchmaking formats to promote social interaction at events – whether digital, hybrid or on-site.

talque accompanies you throughout the entire event cycle: from the first steps of data collection and marketing to the successful implementation of the networking event, we are at your side with our event platform.

Top Features for your Networking Event

Exhibitor & speaker profiles

Efficient data management: Work easily with exhibitors, sponsors, speakers and anyone else who contributes content to the event. Add all participating companies and speakers to the CMS via talque and send them editing links for their profiles with just one click. The migration of existing content works smoothly thanks to our API.


Maximum interaction at your networking event: Connect your participants with our intelligent matchmaking based on their interests. Show the visitors to your event who suits them best. By displaying common interests in the “Best Matches”, the ice is quickly broken and nothing stands in the way of a lively exchange.

Individual Web-Plugin

More visibility and reach for your networking event: Our web plugin ensures more presence on the net in various ways. The event calendar with a link to the ticket store, the event agenda and the informative participant profiles are just three examples of this. Unique content, traffic and, last but not least, clarity and time savings – our web plugin offers all of this.

Want to learn more and get started on your first event?

General questions

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Contact our sales experts

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Technical support

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10119 Berlin

Central office: +49 30 12088 52-0


Daniel R. Schäfer @talque