When considering an event proposal, all parties need to think about feasibility. Take the example of a technology exhibition, intended to take place in mid-2026.
For an event producer, the study will help them to establish the project’s scope, associated risks, and the key steps required to bring the event vision to life. If something crops up which is problematic, this offers an opportunity to tweak up the plan.
The vision: what are we trying to achieve?
This event is proposed as a two-day technology exhibition and conference that aims to showcase the latest innovations in AI, sustainability, and enterprise solutions.
It is intended to bring together start-ups, investors, established tech companies, and professionals from across the tech spectrum.
The plan is to host over 100 exhibitors, attract 2,000-3,000 attendees, secure five or more headline sponsors, and offer accredited training sessions for its attendees.
Venue: where will the event take place?
A feasibility study will evaluate which locations could best accommodate the scale and ambition of the proposed event. It will also evaluate factors such as accessibility, transport disruptions, noise control between different event areas, and tech infrastructure. These are all factors that could have a significant impact on the event’s success.
Audience: who’s coming?
A feasibility study will help define the audience segments, assess whether they can be reached effectively, and whether the event can draw enough people to justify its scale and costs.
Should the event offer free tickets to students and early sign-ups, while charging industry professionals for access? Understanding the optimal ticketing model is crucial for the financial feasibility of the event.
Roles and responsibilities: who is doing what?
With a project of this scale, clear communication and collaboration between the client and event production agency are essential.
The study will outline who does what at each stage of the process.
On the client side, the primary responsibilities are likely to include setting the event’s overall vision, approving budgets and designs. The event production agency, on the other hand, may take care of everything from venue selection and logistics to supplier management, technical production, and on-the-day execution
Timeline: when does everything need to happen by?
The feasibility study will outline the critical path. This is the sequence of key tasks, deadlines, and milestones necessary to deliver the event on time.
For example:
- securing the venue, in the first two months
- budget approval and venue booking, by mid-November
- final production and a site visit, planned for April
The verdict
With clear deadlines, defined responsibilities, and the right resources in place, this technology exhibition has a solid foundation for success.
A feasibility study is not just a document, it’s a critical tool for success.
