Dos and Don`ts of Corporate Event Planning

It’s not easy to plan a corporate event. It requires lots of patience, perseverance, and up-to-the-mark research to make an event successful and stress-free. Many people would agree with the fact that corporate events are an asset for your business and can help you escalate your company further.

Why is proper planning of corporate events important?

Organizing a corporate event requires meticulous attention and sheer promptness to detail. Without a doubt, corporate events are not like those regular events where you meet and greet people with good food and then head back to your respective places. Indeed, these events represent you and your business on a wider scale.

Through corporate events, you can build a good rapport with your colleagues and clients, and it can help establish a bond for a lifetime.

Henceforth, the planning of such events must be done very diligently.

Here’s a guide to the necessary dos and don`ts of corporate event planning that will help you be aware of common pitfalls and navigate better.

Dos and Don`ts of Corporate Event Planning

Dos:

1. Do thorough research and make a proper plan.

It’s one of the most important parts of planning a corporate event. You must note all the goals and objectives of your event and do proper research for them. Make a draft and outline all the important dates, guest lists, venue arrangements, testimonials, etc.

Try to push more details of the event and make a separate team who can assist inside out. Be very clear from the start about the event, whether it’s about launching a product or a celebratory dinner. Be mindful of the indoor and outdoor venues as to what can suit you best. Be proactive in listing out the details of the event with your team.

2. Do a budget outline. 3 months prior

People always try to focus on making their event a big success. From deciding the venue to the food, they have a wish of their own. But what they fail to acknowledge is that budget plays a very crucial role.

So to avoid any last-minute hassle, make a budget plan that goes according to your needs and requirements. Try to finalize a specific amount that can resonate with your event plan and match the niche. Try to do this at least 3 months before to avoid any complications. Delegate a separate finance team to look after the budget allocations and set a realistic number that can cover all aspects of the event. Try not to overspend, and review the budget from time to time.

3. Do finalize the venue beforehand and read all the terms and conditions carefully.

Finalize a venue that aligns well with your event. If it’s a product launch, then an indoor space would be a perfect fit. If it’s oriented toward a conference meeting, then a venue with all the technical details would fit well. Make a list of what type of event it will be, and then choose your location accordingly.

Moreover, try to pick a location that has all the facilities and accommodates your guests. Think of a venue that has all the possible layout options, such as seating arrangements, stages, exhibition spaces, etc.

Make sure it’s accessible for your guests, just like checking if it’s in close proximity to the airport or if they have a parking space, to avoid any discomfort for your guests.

4. Do a thorough review on time

Planning a corporate event is not a one-time task. You need to reevaluate everything at regular intervals.

From guest list changes to technical support and food arrangements, everything should be prioritized and reviewed timely. This is an important factor in maintaining a streamlined process without any hassle.

5. Do hire a professional event planner

No matter how well you understand your event, a professional event planner still knows better. Event planners are the most trusted individuals with a diligent work approach and experience. They have expertise in their respective fields, and henceforth, they know this business well. From tackling vendors to managing budgets, they have sharp dexterity towards the problem.

Hiring professional event planners can reduce your stress and make your event successful.

Don`ts:

1. Do not put anything at the last minute.

One of the major fundamentals behind planning a successful corporate event is to not put anything last. Do not try to create last-minute hassle, and review your tasks at regular intervals for a streamlined process.

2. Do not overlook risk factors.

Overlooking risk factors can cause havoc for your corporate event. Be it a technical error, weather problems, or security measures, do not try to overlook these minute details, which can cause big problems later.

Always be prepared with a backup solution. Do not leave the tech team unattended. Have a thorough security check-up and keep track of all of them.

3. Do not delay your reminders.

For hassle-free corporate events, make sure you have listed out the names of attendees properly. Do not delay your weekly reminders to inform your guests about the date and venue.

Keep track of your RSVPs and those of other guests to prevent overcrowding or shortages of anything.

4. Do not neglect the logistics.

Always try to keep a keen eye on the parking facilities or vehicles used for pick-up and drop-off.

Make a structured timeline and do not overlap with any other things.

For transportation, train the staff that will help navigate the way better for the guests so that they are not bombarded with frustration.

5. Do not neglect the facilities and needs of the guests.

Any corporate event is successful if the guest is satisfied with the facilities provided.

Do not overlook their needs, and be prompt with your every action. Have a keen look at the food facilities and the other arrangements made for the guests.

Corporate events need strategic planning and careful preparation. This outlined guide to the dos and don`ts of a corporate event can be of better use. Moreover, as an extra precautionary measure, hiring a professional event planner can be beneficial for you.