Planning a corporate event can be stressful. The following tips will help with your planning and ensure a successful event.
Do start planning early. This is the key to getting the dates, venue, and corporate entertainment that you want. If you like a particular entertainer or hotel ballroom, chances are others like it as well…so, beat them to the punch!
Don’t skip the venue walkthrough. This is your chance to make sure the venue is up to par. Never book a venue sight unseen. Walk through and make sure everything is as advertised.
Do use lists; checklists, to do lists, vendor lists, etc. When planning such a big event you need to utilize all you can to stay organized and keep everyone involved on the same page.
Don’t try to plan everything on your own. There are just too many things to plan for you not to enlist a little help! Keep your sanity in tact and make better use of your time by putting together a committee to help with the decision making.
Do get quotes to help plan your budget. This is especially important if you haven’t planned many corporate events and are not familiar with pricing. Having a realistic idea of what your expenses will be, will help you to put your budget to better use.
Don’t choose a date near major holidays or events. Doing so will only result in lower attendance and usually higher prices! Also, avoiding summer months can be a good idea since many people are away on vacation.
Do book the venue allowing for plenty of setup time. There is nothing worse than scrambling to finish setting up for your corporate event as people are arriving. Not only does it seem unprofessional, but it put unnecessary stress on yourself.
Don’t book the same speaker every year. Mix it up. Bringing in new speakers gives attendees something to look forward to.
Do choose your theme or concept early in the planning stages. This will help the rest of the planning process to go more smoothly. It will be much easier to choose things like decor and food once you know what to revolve them around.
Don’t hold the event in the office. If you have the budget to hold the corporate event away from your homebase do it! Being in a fresh environment is the perfect way to get new thoughts flowing and engage attendees.
Do consider booking offsite activities for out of town events. Providing at least one group activity is a fun way to show appreciation to attendees for traveling to your corporate event. You can also use it as a team building activity.
Don’t overlook any of your audio visual needs. Compile a list of everything you will need to pull off a flawless program; microphones, projectors, speakers, wifi, and so on. Check to see what your venue can provide in house before contacting outside vendors.
Do present information in new ways. Try to avoid having someone stand in the front of the room and ramble on for hours on end. Think of unique ways to get your points across through things like infographics, apps, and games.
Don’t underestimate the importance of hiring corporate entertainment. The corporate entertainment is usually the highlight of any event. Those in attendance have a chance to take a load off and you have a chance to boost morale by providing a fun opportunity.
Do incorporate gifts that people will actually use. When your budget allows for giveaways, avoid cheap items like totes and pens that people just lose or throw away. Technology gifts are hot right now and are always well received.
Don’t underestimate the importance of room layout. All the hard work put into choosing great speakers and entertainment can be a flop if the room is set up poorly. Most importantly, be sure there is not a huge gap between the stage and the seating which will create a disconnect. Talking to empty space is a nightmare for any speaker or entertainer.
Do think green when possible. There are so many ways to make your event more eco friendly. There are even many venues out there with “green” certifications that will do all the work for you by recycling and using reusable supplies.
Don’t choose a corporate event venue that cannot accommodate all your needs. Know what you need out of a venue before you go venue hunting. Consider how many people will be in attendance, how many breakout rooms you will need, even consider proximity to the airport and activities. Need help choosing the right venue? This article is a great resource.
Do finds ways to use social media. Creating a facebook event page and even an event hashtag is a great way to stay relevant and relate to those attending the corporate event. It also provides a means for them to collaborate and share information with one another.
Don’t use the same old team building activities. Think outside the box and try something new like a margarita making contest or a cake decorating challenge. These ideas are a great way be fun and modern.
Do provide meals during the program. While meetings are in session, keep energy high by providing snacks and meals at appropriate times.
Hopefully this list of do’s and dont’s will help with your corporate event planning. Best of luck and happy planning!
