The winning formula for corporate event planning
Planning a corporate event is an immense responsibility. Creating an event that makes the powers-that-be happy, keeps the guests entertained, and promotes a positive company image can be overwhelming.
Corporate events are similar to any gathering in the sense that there’s an underlying blueprint. The event will be a roaring success if you meet every milestone laid out in the framework. Using a comprehensive event management template can assist in methodically addressing each milestone, ensuring nothing is overlooked.
A winning formula for planning corporate events includes the following steps.
Meet your deadlines
Deadlines are a clear, precise way of getting things done. A detailed schedule of what needs to be done and when will keep the event planning on track. Deadlines should be attainable within a reasonable timeframe.
Missing deadlines not only sets the event up for failure but also causes unnecessary stress on everyone involved in the planning process. Stick to the deadlines as much as possible.
Stay within your budget
Going over the approved budget is one of the most common pitfalls of event planning. At the start of the project, the client will provide either a tentative or a strict budget. Part of the event planner’s job is to determine if the proposed budget is realistic or not.
While the ultimate goal is to adhere to the client’s wishes, sometimes the initial budget is illogical. For example, increasing the number of anticipated attendees is impossible without increasing the budget.
Choosing the right location
It’s common for companies to task several employees with the decision-making for events. As a result, getting everyone on the event planning team to agree on the details can be a real struggle. One detail that can take a lot of negotiation is the event location.
Make the decision easier by relying on three criteria for the location: distance, amenity budget, and availability. The distance is how far the guests need to travel for the event. Is there enough in the budget to accommodate all the guests at luxury hotels?
A reasonable travel distance plus budgetary concerns will narrow the location possibilities down.
Once the choices are narrowed down, the available event dates for each location will factor into the final choice of the location.
For example, a Utah corporate event venue is a reasonable distance from the contiguous 48 states but may not be ideal for an overseas company.
Prioritize your guests’ needs
Corporate events are held for a variety of reasons. Promoting a new product, seminars, and award ceremonies are common events. Some companies create team-building excursions to boost morale.
No matter the event’s purpose, the guests’ needs and wants should be at the forefront of planning. Will the attendees be responsible for their own transportation, or will it be provided? That’s just one question a guest might need to have answered before accepting the invitation.
Expect the unexpected
The best-laid plans… Corporate planners can budget and make checklists to keep the operation running smoothly, but some type of emergency will most likely come up. Stick to the plan while also staying ready for the unexpected.
Corporate event planners must juggle a lot of responsibilities. Staying within the framework laid out above will make the process easier and stress-free.
