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Big VS Small Events

Updated: Nov 5

Planning an event—big vs small—requires thoughtful preparation, yet the scale of the event greatly impacts everything from logistics and budgeting to guest management and venue choice. At JNR Entertainment, we bring extensive experience across event sizes, from intimate corporate retreats to expansive marathons and festivals. This guide covers key differences in planning big versus small events and highlights the challenges each entails. Understanding these nuances helps you tailor your approach, ensuring each detail aligns perfectly with the event's goals and size.


1. Event Scale and Logistics: Managing Complexity

Big Events :Larger events like marathons, product launches, and festivals demand a high level of coordination. Managing road closures, large guest lists, sponsors, vendors, and volunteers requires meticulous planning. Permits, crowd control measures, and security staff are essential to ensure a smooth experience.

Small Events: Intimate gatherings, such as board meetings or private dinners, involve fewer logistics but require a focus on personal touches and detail. Decisions are made more efficiently as fewer vendors and participants are involved.

What We Do at JNR: We excel in handling complex logistics for large sporting events while providing tailored planning for smaller gatherings, ensuring smooth operations no matter the scale.



2. Budget Planning: Scale Drives Costs

Big Events: Large events generally require a substantial budget for venue hire, technical equipment, staffing, marketing, and entertainment. Sponsors and ticket sales are often vital to offset these costs. Unexpected expenses—like overtime pay or additional crowd control—can add up quickly.

Small Events: With smaller events, the budget is more modest, and spending is strategic. Personalised experiences, quality catering, and guest enjoyment are prioritised, making each investment impactful.

What We Do at JNR: We customise budgets to fit your event's needs, ensuring transparency and smart spending. From securing sponsors for large events to curating premium experiences for intimate ones, we maximise value at every level.


3. Venue Selection: Space and Accessibility

Big Events: Large events require expansive venues that accommodate big crowds and multiple activities. These locations should provide ample parking or transport options and meet local regulatory standards for safety and accessibility.

Small Events: Smaller events benefit from intimate spaces—such as boutique hotels or private dining rooms—where accessibility and ambiance are key. The venue should match the event's tone and theme.

What We Do at JNR: From stadiums for marathons to exclusive venues for networking sessions, our venue partnerships ensure the ideal location for every event.


4. Guest Management: Personalised vs. Scalable Experiences

Big Events: For large events, automated systems manage registration, ticketing, and crowd control. Engaging a large audience can be challenging, so interactive activities, live entertainment, and event apps help maintain enthusiasm.

Small Events: Small events focus on personal connections. Individual greetings, curated experiences, and tailored entertainment make these gatherings memorable and intimate.

What We Do at JNR: We utilise event technology to streamline guest management for large events and add personal touches to smaller ones, such as name-tag customisation and VIP experiences.



5. Marketing and Promotion: Mass Outreach vs. Targeted Messaging

Big Events: Large events need broad marketing strategies to attract attendees and sponsors, using channels like social media, email, influencer marketing, and paid ads to build excitement.

Small Events: Marketing for smaller events is focused and personal. An exclusive invitation list and targeted email campaigns often suffice, with word-of-mouth marketing adding value for invite-only occasions.

What We Do at JNR: We create tailored marketing strategies for all event sizes, reaching the target audience effectively. For larger events, we coordinate sponsorship activations to amplify impact.


6. Staffing and Vendor Coordination: Precision for Scale

Big Events: Large events require multiple vendors, from caterers to AV technicians and security teams. A dedicated event manager or team oversees schedules, contracts, and contingencies, ensuring seamless coordination.

Small Events: Vendor coordination is simpler for smaller events but still requires attention to detail, with fewer vendors ensuring a cohesive experience.

What We Do at JNR: Our vendor management team handles everything from contracts to schedules, ensuring all vendors work in harmony, regardless of event size.


7. Event Day Execution: Precision vs. Flexibility

Big Events: For large events, precise execution is essential, with run sheets and contingency plans to address last-minute issues. Communication between departments must be seamless.

Small Events: Smaller events allow more flexibility. Adjustments to the schedule or setup are easier to manage, creating a relaxed and responsive atmosphere.

What We Do at JNR: We provide on-site teams to ensure smooth execution for all events, handling last-minute guest requests at small events and managing complex logistics for larger ones.


Whether you’re planning a private gathering or a large-scale event, recognising the planning differences is crucial to success. Large events require extensive coordination and automation, while smaller events thrive on personalisation. At JNR Entertainment, we manage events of all sizes with a flexible approach that ensures every event achieves its goals and leaves a lasting impression.


Explore how we can manage your events regardless of their sizes and scale


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