Corporate event planning is much more than just throwing a fun party.
Every single detail, including the food, the drinks, the handouts, the photographer, the music, and even the lighting — it all matters because it’s all a reflection of the host’s brand. That’s because the goal of any corporate event is to ensure that all elements work together harmoniously so that attendees truly enjoy themselves and walk away associating their positive experience with the brand itself.
As any event planner knows, getting all the details right and making sure everything runs smoothly is no simple task. It takes time and effort to ensure the entire event is seamless, but there are a few key planning exercises that can be incorporated into your strategy to help achieve event goals and maximize guest experience. As you begin to go through your planning phase, make sure you check off the items below!
Successful events don’t happen overnight. Depending on the goal and scope of the event, planning can (and should) begin months and even years prior to the event.
It takes a village when it comes to large scale events, so it’s important to have a master document that outlines responsibilities and establishes clear deadlines. Setting clear expectations early on will keep the event and plans on track, mitigating stress and confusion down the road.
Within a week prior to the event, connect with all event vendors to review orders and contracts to ensure nothing is amiss. Miscommunications happen, so it’s best to address problems prior to the event rather than during it.
Caterers often require final headcounts a few days prior to the event they’re servicing, so take this time to review menus and reach out to other vendors. From rental companies to musicians, a quick check-in is often the difference between a walk in the park and a major headache.
When it comes to events, anything can happen, so flexibility and adaptability are key. Brainstorm with team members about any potential issues that could arise and how they can be avoided or solved.
Is the event outside? What happens if it rains? Having a plan if something goes wrong will minimize its effect and will showcase the team’s capabilities and professionalism.
There’s no surefire way to ensure an event’s success. It requires teamwork, due diligence, and even a bit of luck. But, by giving the planning and strategy phases the proper attention they deserve, and by remaining organized throughout the development of the event, you can mitigate your risk for mishaps every step of the way.