Managing a corporate event is very intensive and stressful. It is very easy to neglect certain elements of the planning process.
But what if you could avoid some of the common mistakes when planning a corporate event?
Read on for a list of 10 don’ts when planning a corporate event.
Don’t Overlook Competing Events
When you choose a date and venue for your event, take a look at the other events happening on that date or at the venue. You don’t want any event to take away too much from your event.
If you cannot reschedule or move the event, then you would have to adapt accordingly. Before the day, find out who would be sharing resources with and who you need to speak to if any problems arise.
Don’t Look at the Event as a Standalone Project
It’s all well and good when you put on an event. But a truly successful event means that the goal for the event was achieved. Integrate events into a company’s strategic plan. They can be used to market the company or to train staff so that they become more knowledgeable.
When you wrap up the event, send thank you notes to reconnect with your guests or engage them for feedback.
Don’t Be Careless with the Budget
Of course, when you are planning a corporate event, most likely you would not be spending your own money. But, this does not mean that you should spend funds carelessly.
Make everyone aware of the budget and hold them accountable for their specific areas. Offer incentives for your team to generate savings while still achieving the objectives.
Don’t Forget to Estimate the Time to Set Up
There are a lot of things you need to put together when planning a big corporate event. You must have an estimate of how much time you need to set up.
You should also factor in some extra time as a contingency in case there are any hiccups. You could be giving a bad impression if guests arrive and you are still preparing. The aim should be to have everything ready at least 15 minutes before the doors open.
Don’t Forget to Confirm with your Vendors
Vendors have many clients and events and it may be a lot for them to keep track of. Thus, it would be helpful to call or email them at least two days in advance to confirm the details.
Don’t be Inconsistent with your Theme
Corporate events are usually held to promote a brand. So, the concept or the theme of the event should be clear throughout all aspects of the event. It should be consistent in any images, designs, presentations, speeches, etc. Take the extra time and resources to ensure they are in sync.
Don’t Forget to Write Things Down
Even if you were blessed with a photographic memory, it would still be helpful to write things down. Keep track of your commitments either on paper or electronically.
You don’t want to overlook any detail that can throw off your event. So write down anything that has a significant impact – resources, tasks, responsibilities, vendors, prices, times, etc.
Don’t Fail to Communicate Changes
With number 7 being said, it would also be helpful to have a change management process. This would capture any change in the scope or details of the event.
However, you need to communicate these changes to all relevant parties. Changes can affect the schedule, location, and costs.
Don’t Race Past the Run-Through
The run-through is crucial to ensure that all final details for your event are in place. This is the time to check on the lighting and test the seating arrangements.
You should also proof all documents and presentations, check microphones and speakers and confirm that you can connect to the Wi-Fi. Finally, a run-through can assist in making sure the venue is comfortable, safe and secure.
Don’t Skip Equipment Backups
But even when you do a run-through and everything seems to be in order, you have to remember good old Murphy.
If you are using a lot of audio-visual equipment, then it is better to put out a little more funds for some backup equipment. Or else, your event can be disrupted and you could risk a hit to the company’s reputation.
Make sure these backups are also on hand so that you don’t have to spend time setting them up.
As you can see, there is a lot to consider when it comes to what NOT to do when planning a corporate event. If you follow this “don’ts” list, then you can easily prevent some of the more common mistakes.
So is there anything on the list that you didn’t consider? Are there any other don’ts you would add? Share in the comments!