Corporate Event Planner – 5 Essential Tips & Ideas
Planning corporate events successfully isn’t always easy to do; every corporate event planner should have a good game plan. Knowing what the party is going to be about and sticking to that image and being able to stay on a budget are all things that make for a great corporate event planner.
Corporate events are often thrown to network and build customer relationships. They have started to become more popular in the business world because it’s a great way to connect with new
customers and gain their business. With this being said, the potential for increased income available to corporate event planners
when it comes down to more corporate events happening means that attention to detail is incredibly important.
Below you’ll find that we have put together a list of five essential tips and ideas for corporate event planning. Keep these ideas in your mind while you’re planning your next corporate event so you can be fully prepared for whatever comes your way.
Define the Objective
The very first, and most crucial, thing that you need to understand before you start planning your corporate event is to know the purpose of your corporate event. Think about this question: how can you define your corporate event objective?
Here are five more questions to ask yourself while planning to help you figure out the objective:
Who is attending the event? Who will be organizing the event? By finding an answer to these questions and knowing whom to expect at the party will help you figure out the majority of the rest of your party planning.
What is the name going to be and what is the event about? It’s important to know what the theme of the event is going to be and keep
it in mind throughout your party planning experience.
How are you going to market the event and get the word out? This is where a detailed budget comes in handy – think hard about what your event budget needs so you can effectively market your event.
When will the event be held? It’s important that you keep your target audience’s needs in mind and figure out what date and time is most convenient for them – this is especially true when about 40 percent of confirmed attendees don’t show up.
Why is your event taking place? This is where your event objective comes in and should always be in the back of your mind throughout the planning process.
Plan the Budget
Everyone knows that you need to plan out your money and time when it comes to being a corporate event planner, but what exactly do you need to keep in mind when it comes down to it?
Research costs in advance so you have an estimate of how much everything will cost
Generate an estimated total amount of money needed
Estimate the costs of each category of the event planning
Don’t skip past small costsCreate a backup plan
Some examples of what you should consider when planning out the event budget include venue rental, security, catering and liquor, and even promotional and marketing expenses.
Create an Event Checklist
Checklists are helpful to corporate event planners because they help keep you on track. However, there are three crucial ideas to keep in mind when you create your event checklist – an organized planner is a happy planner.
Delegate work to your team membersDon’t forget to keep track of your event planning progressUse a planning tool to help manage your to-do’s and to monitor your progress.
Make a Contingency Plan & Have It Ready
When planning for your event, you should make sure that you plan for the worst possible scenarios too. This is particularly true when you can’t always predict everything that is supposed to happen and when unseen circumstances could pop up.
To avoid panic at the sight of a possible disaster, plan for a worst-case scenario on event elements you see as significant. For instance, you might want to have a backup plan in case something goes wrong with the sound equipment or the catering.
These are two of the most imperative elements of a corporate event because they keep the attendees happy! You don’t want to be without sound equipment or have something happen to your caterer without having a backup to keep your guests entertained or fed.
Effective corporate party planners are good at communicating. It’s important that throughout the entire event planning process that you are communicating with your team members and potential vendors as well. This does not mean that you should be micromanaging people, but as the head of the planning team, the responsibility of the event succeeding or failing falls on your shoulders. After all, corporate event planners are hired because they have a great attention to details and can create an unforgettable experience.
Without communicating with your team members, the crucial details of the event and ensuring that everything is monitored, it’s possible that mistakes or a lack of communication could result in the event being a failure.
These are five essential tips and ideas that
you should keep in mind while planning a corporate event. As a corporate event planner, the responsibility of a successful party falls on your shoulders, that’s why it’s vital for you to plan everything out – even worst-case scenarios.
By planning out your budget and adding in any small contingencies that might happen, you won’t be stretched for funds when it comes down to taking care of any small expenses. Communicate your ideas and needs with your team members, so they know exactly what is expected of them on the day of the event; this is just as important as making backup plans. Without proper communication, things could wrong in the blink of an eye.
In a nutshell, you should plan for the best and worst-case scenarios, remember to think ahead, and finally don’t forget to communicate with your team members to that the event goes smoothly and the planning is easy.