Planning corporate entertainment events is not easy.
From organization to implementation, they require extensive amounts of effort. A lot of detail work goes into managing the perfect event.
No matter what the size of the organization, there is a purpose for every event. In your role as event planner, keeping that purpose in mind is paramount. When the organizer loses sight of the goal, events are ineffective and bosses are unhappy with the results.
The trick is knowing how to plan. The perfect plan helps you avoid errors during preparation and presentation. We have assembled ten tips to help you with the task ahead.
1. Know And Understand The Goal:
We mentioned this above, but successful planning of a corporate event starts here. You must have a clear business purpose for holding any function. If the boss tells you to plan an event without providing a reason, don't assume, get clarity. Without a focus, it will be impossible to measure the success or return on investment of the event.
2. Know Your Target Audience:
Your event will target a specific group. It may be employees, clients, vendors, executives or even the general public. Having a clearly defined audience and understanding their likes and dislikes is important. This knowledge will allow you to make wise decisions. Planning will center on achieving the event's goals based on the target audience's preferences.
3. Assemble A Team:
Even for small events, no one person can do everything. Your team may consist of other employees, or event services vendors. Surround yourself with people who you like and trust. Their results will reflect on you.
4. Create A List:
The last thing you want to do is overlook something. Small things can create huge holes in how a function runs. We suggest you start BEFORE the beginning. How will people get to the event? Learn about transportation and parking. Think about registration, content, technical aspects such as lighting and sound. Work out refreshments, meals and breaks to keep people fresh and energized. Every detail matters, reflecting on your company and eventually you. Invite your team to look over the list to make certain you don't leave anything out.
5. Create Goals:
Planning a corporate event from start to finish can seem like a daunting task. Break the tasks up and set defined goals for each one. This creates a thoughtful strategy that allows you to keep track of results.
6. Delegate To Your Team:
You have created a team and now is the time to put them to work. Make certain each member has a task or tasks they will enjoy. If they like what they are doing the results will be much better. Be sure to share your goals and deadlines with each member of the team. Let them know how their success or failure will affect other pieces of the puzzle. This allows everyone to understand their part in the big picture.
7. Know Your Limitations:
The goal is to have a great event, but you have to be aware of what budget and time allow. If the boss is expecting a lavish affair on a small budget within the next week, you may have to snap them back into reality. You can counter low budgets with do-it-yourself creativity, but time may be a factor. Understanding the limits can keep you from stressing and save everyone headaches.
8. Remain Flexible:
From plan to implementation, things will change. Accept that fact and roll with the punches. Just don't lose sight of the event's purpose or your target audience. Any changes should not change the focus of the function. Always ask yourself, “Is this important?” and “How is this relevant?”
9. Attitude Is Contagious:
Your team and audience are affected by the attitude and dynamics of the event. If you are stressed, chances are everyone around you will be too. Remember to keep a positive attitude and read tip #8 again!
10. Don't Try To Do Everything:
You know your job, but you don't have to know everything. That is why you surround yourself with a team you like and trust. Your caterer understands how to handle food prep and set up an effective service. During planning, if you are clear with your vision, and have accepted their advice, food service will be smooth. Your corporate entertainers understand how to put on a successful presentation. If you communicated clearly and followed their suggestions, your entertainment will be successful.
If you are planning a corporate entertainment event, contact our office to discuss your vision. Tom has provided entertainment for seminars, award banquets, conferences, luncheons, client appreciation events and company holiday partys. When we are a part of your team, we'll make your corporate entertainment visions a reality.
Looking for more tips on planning corporate entertainment events? Check out Tom's weekly podcast at: http://SavvyEventPodcast.com. Each Monday, Tom interviews event professionals and event service providers to get insights, ideas and answers to help you plan more amazing events.