Corporate Event Planning: 10 Mistakes to Avoid

There are so many things to think about when planning a corporate event, many people do not even know where to begin. While your to do list is endless, here are a few key things you want to avoid doing in order to have a seamless event.

1. Choosing a bad date.Take care not to book your corporate event on or near major holidays or during a time when people tend to vacation. Doing so can lead to poor attendance.

2. Speech Overload. Allowing meetings to go too long and letting speakers ramble on and on is a huge no no. You want to avoid this at all costs, unless your goal is to bore those in attendance. When there are a lot of meetings and information to deliver just be sure to allow time for breaks so people can stretch, use the restroom, grab a snack, etc.

3. Skipping a venue walk through. A venue walk through is the only way to know if the space will work for your event. This is your chance to decide things such as if there is enough space for your purposes, see the condition of the venue, the quality of the sound system, ask any additional questions, etc.

4. Not using checklists. Don’t try to wing it and remember everything. It won’t work and something will inevitably be overlooked. Make lists…to do lists, supply lists, vendor lists, contact lists, etc. and make sure everyone involved in the process has copies and is on the same page.

5. Micromanaging and carrying the load alone. You need to task out jobs to people you trust. Handling every aspect of the event on your own is not the best use of your time and will drive you crazy. Once you outsource a task, give them space to do their job. If you choose someone qualified there should be no need to keep looking over their shoulder. You can then touch bases at meetings.

6. Booking repeat speakers.  Avoid monotony by finding different speakers to inspire your crowd than the year before.  Booking speakers never before heard is the way to keep your event fresh and keep attendance high.

7. Not allowing enough time to set up.  If you need to rent the venue for a few extra hours, then do it. There is nothing worse than having to scramble last minute or having to put finishing touches on while guests are arriving. Making sure you enlist enough help to set up is equally as important.

8. Communicating in only one way. Switch it up. Use powerpoints when you need to, but throw in more unique visual aids such as videos, props, and games. This will keep those in attendance on their toes and eager to hear what you have to say.

9. Going overboard with themes. Themes can be a lot of fun when they are done right. The key is to not overdo it. Find fun ways to incorporate your theme into things like the decor or the menu. Don’t feel the need to force the theme into every speech or entertainment portion.

10. Not hiring entertainment.  Entertainment fits into a corporate event in so many ways. It can be a way to begin an opening session, break up a day of meetings, or end the entire event with a bang. Corporate entertainment has the power to pump up attendees and make them receptive to your message. Speed Painter Tim Decker’s show is a perfect fit for any of these purposes. His high impact speed painting show can be tailored to any time frame and will be sure to get attendees pumped!

While there are no set rules to follow for a flawless corporate event, avoiding these fatal mistakes is a start!

Tim Decker