If you’ve ever planned a corporate event, you know how difficult of a task it truly is. A lot of different elements need to come together to make the event go smoothly. All it takes is a few mistakes and you can end up with subpar results. Luckily, there’s no reason to learn from your own mistakes, as others have gone through this same challenge countless times. If you’re planning on creating your own corporate event, it helps to be prepared for what awaits you.
Don’t lose sight of the bigger picture
Event planning can be a very hectic process. You’re constantly trying to add new features and elements that will make it more attractive and bring in more visitors. It’s part of the planning process, but don’t let it go too far. It’s not uncommon for event planners to veer off track and start focusing on the additional features instead of the point of the event.
Remember the main goals of your event. Focus on the reason for organizing the event and how to get your target audience engaged as much as possible. The added features are only there so that you can get your event’s message across. As you’re planning, make sure you don’t make changes that will take away from the bigger picture.
Do keep paperwork in check
Organizing an event will leave you tons of paperwork to deal with. Everything from quotes and delivery notes to order forms needs to be filled out and verified. You have to stay on top of all the paperwork so that there aren’t any inconsistencies or mistakes.
Keep all the paperwork neatly organized and accessible, as this will help you stay prepared through all the stages of event planning. Dealing with the event’s budget will require a consistent and clear paper trail. Otherwise, you might overshoot your budget without noticing. Even after the event is over, the accounting will require that you have every single item in check.
Don’t be late with the invites
As an event organizer, you want your event to have good attendance. This means sending an adequate number of invites to your desired audience. It’s important that you have good timing when you send out your invites. The earlier you start, the better your chances of convincing people to come.
However, you can’t start out too early, or else you might lose their interest or encounter a problem with scheduling afterward. The best time to send out invites is once you’ve booked the venue and set a fixed date.
Give them an idea of what to expect from your event. Show videos of previous events and guest speakers so that they get a feel for what’s coming. Don’t get down to specifics, as the event might not turn out exactly how you plan it out. Just a rough itinerary would be enough, and it gives you lots of room to expand as you come up with new ideas.
Do enlist help
Planning an event of any scale is a difficult task. No matter how dedicated you are, it’s not something you should do strictly on your own. There are just too many different parts of the event to organize for it to be feasible alone. Everything from the invites to the technical production and management needs to be taken care of, and many elements require professional assistance. The bigger the event, the more help you need.
Working on the design and concept of the event can be a one-person job, bringing it to life requires specific technical proficiency. An event organizer will often enlist the help of event production services for things like setting up the video and audio production. Guest speakers need to be heard loud and clear all throughout the room, which is something a sound expert will deal with. As some guests might not actually be physically present, someone has to organize the filming and live-streaming of the event. Both the production and post-production will require assistance, so keep that in mind for the promotion of future events.
Don’t rush decisions
While you’re planning the event, you want to take care of the essentials as soon as possible. The less you wait, the sooner you can start sending out invitations. However, don’t let this fast-paced mentality ruin parts of the event planning process.
Don’t rush into hiring the first venue that you come across. Even if it’s just right for your event, you need to check out other options first. You could come across a better price or more favorable terms. Take the same approach for production services and caterers. Before making your decision, overview all the options you have on the table. This way, you’ll go into the event with a clear conscience that you’ve done your best.
Planning an event takes lots of preparation and a good eye for details. Before you even come close to hosting the event, you have to make sure you’ve pulled all the right strings to make it go off without a hitch. To avoid any mishaps, you should take a look at all the dos and don’ts of the process and act accordingly. It may not guarantee a successful event, but it will improve your chances.