So you want to hold a Corporate Event and you don’t know where to start. There are many pitfalls that can cause your event to be less than what you hoped it would be and these are some of what you need to watch out for before you start.
Once you have identified all the details of your event you can then start to build your budget by going to different vendors for a Request for Proposal or RFP. If possible be sure to get at least 3 quotes for service (this may not always be possible in some smaller centres) so you have an idea of the average cost of what you would like to include in your event.
2. How can a change affect your event?
As with most real-life scenarios, most events will have changes in plans and scope before the big day. Failure to keep track of the smallest change can mean an out of control budget or an impossible timeline.
You can avoid this becoming a problem by ensuring communication with your event planner. Have a “ change tracking process” that will document any change and will keep the event under control. The individual requesting the change should explain the specific change (e.g. additional seating or catering menu) to the event manager and they will then determine the impact to the budget, timeline and communicate this to all the stakeholders of the event.
3. Don’t ignore Murphy’s Law…...don’t be caught off guard!
If something can go wrong, it probably will! Lots of things can happen at the last minute leaving everyone surprised. The event can then go off the rails and leave the event planner trying to put out fires that had not been anticipated.
The way you can avoid these unavoidable problems is to hold an event risk assessment early in the event planning process with the event team. Have an early brainstorming sessions to try and anticipate any issues that may arise the week and day of the event. This will help you identify early any potential issues and help you have a smooth event.
4. Ensure the event has a clear and agreed upon plan!
A lack of an agreed upon plan with all the stakeholders and the event planner increases the risk that tasks related to the event will fall through the cracks, that the event will have last minute issues, fall short on budget and ultimately miss the major objective.
A well defined and agreed upon event plan helps planners tackle every task efficiently and raises the appropriate level of awareness of all the activities involved in the execution of an event. Having a baseline of repeatable processes for scoping, scheduling, allocating resources and communicating with stakeholders removes a lot of the guesswork associated with events.