Whether it’s a product launch, a meeting with clients and investors, activities for the team, or an event to celebrate the company’s achievement, you need proper planning for success. Planning can be stressful and if everything is not handled properly, the event will be a failure. Bad corporate events can ruin the reputation of a company, resulting in lost deals, and demotivate the employees. So, how do you plan the perfect event without stressing out and ruining the outcome? Consider the following tips for managing your company’s events seamlessly.
Always Begin by Defining the Event Comprehensively
The planning will be less stressful and the event more successful when you start by listing the basics. When will the event take place? Who will be attending? What activities will take place? Do we need to hire a venue? What do you need to make the event a success? Do you require expert help? How much money is the company willing to invest in this event? And, most importantly, what do you hope to achieve at the end of the event? These are some of the questions you need to answer before you go into any planning detail.
Start Planning Early
Event planning should not be a last-minute task. Planning early gives you enough time to go over every detail before the start date. Make it a habit to start planning months before the event. For instance, if you are launching a product in May, arrange for a venue, speakers, food, and drinks and make a guest list as early as January. Invitations can be sent one or two months before the event. However, for speakers and special guests, inform them as soon as the date is set. If they decline or are not available, you will have enough time to get someone else.
Hire Expert Help
Hiring an expert for corporate events has three key advantages.
- One, it takes the responsibility off your shoulders and thus you can concentrate on work as someone else plans the event. You only need to define the basics and they will handle the rest for you.
- Two, experienced planners in corporate entertainment and hospitality, have the skill to choose the ideal venue, a good theme, foods and drinks, decor and activities for any event.
- Three, the cost of the event is likely to be cheaper especially when you are ordering from a variety of suppliers. This is because event planning companies have established good relationships with vendors and thus they get better deals when making purchases. Finally, when someone else is handling the details, you will feel less stressed, during both the planning process and the day of the event.
However, even when someone else is handling the details for you, ensure that you check in with them now and then to ensure everything is going well. You can always request changes if you have an issue with the venue or other details. Most importantly, go over the event flow since this is where most of the confusion arises.
Involve Your Team
Consider asking for input from your team members when you start planning. Since they interact with the customers and clients every day, they may have some cool ideas on how to make the event successful. If the event is for them, they will be able to give you a highlight of activities they are likely to enjoy the most.
By taking time to understand an event, planning early, and asking for help from your team and experts, you will manage your corporate events more effectively. Once an event has passed, take time to measure the success based on your goals and also ask for feedback from the participants. This will help in making the next one more successful.