5-Step Guide to5 Star Events
Learn how to plan, promote, run, and wrap successful live events that bring guests through your doors and boost revenue.
Select the Best Event
Define the Purpose of Your Event
Dig deep to uncover why you want to host a live event. Your goal is to launch an event that aligns with your business objectives. Start by identifying business problem areas – then create an event to solve the issue. Are check averages low? Try a “pub pairing night” where your chef and top bartender do a guided tasting. Can you hear a pin drop on Tuesday night? Host midweek trivia or a competitive event that gets guests interacting.
Stay on Target: Brand and Audience
Stay true to your bar’s concept and audience. Trending events don’t always fit your brand.
Pick a Day, Not Just Any Day
Check local competition, concerts, and events before choosing your date.
Set a SMART Goal
Set goals that are Specific, Measurable, Attainable, Relevant, and Time-Based. Examples: - Head count at event - Sales increase (food or beverage) - New customer emails captured
Plan Your Event
Budget
Plan for 3–6% of sales toward marketing/events. Include performers, insurance, inventory, décor, and promotions.
Tickets or Free Entry
Free events bring more foot traffic, but tickets can offset costs.
Menu
Create themed food and drinks or rename items to match the event.
Logistics
Plan floor layout, inventory, timing, capacity, setup, and teardown.
Staffing
Assign event captain, bartenders, servers, security, and kitchen staff. Key roles: - Event Host - Greeter (collect emails) - Photographer (phone is enough)
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Promote Your Event
Timing
Start early for large events. Promote smaller events 2–3 weeks out.
Promotion Ideas
- Influencers - Press releases - Flyers - Facebook Events - Email invites - Staff promotions - In-venue signage
You’re Live! Running the Event
Be Active
The event captain should actively engage guests and keep energy high.
Prepare for Issues
Have a “worst case scenario” plan for capacity limits, emergencies, and no-show performers.
Wrap It Up
Get Feedback
Send short surveys via email or social media.
Post Event Content
Share photos and recap content to boost engagement and attract future attendees.
Show Gratitude
Thank performers, staff, and partners after the event.
Ready to level up your venue?
Join hundreds of venues already using Buzztime Arcade to create unforgettable experiences for their customers.