Do you have to plan a corporate or other large event? It can often be overwhelming, so we’ve devised a simple but crucial list of corporate event planning dos and don’ts to ensure you understand the fundamentals of event planning.
Do Overcommunicate
To say that communication is key in planning an event is a huge understatement. There are many parties in event planning that all need to operate on the same page together. And to do that, planners need to be consistent and clearly communicate.
From the venue to the vendors and planners, everyone should have easy contact with one another and understand their roles and expectations. When in doubt, it’s always better to overcommunicate rather than have a lack of communication, which can mean a disaster in event planning.
Do Have a Master Planner
Speaking of getting everyone on the same page, it’s also useful to have all the logistical details and information for the event consolidated into one master planner page. Whatever source you want to use for planning, have one page just for information like dates, the responsibilities of all parties, contact info, the invite list, and anything else people should know.
This way, if you need to update someone or someone asks for information, you can go to your master planner document instead of searching for the right page with the info you need. Consolidation of information will make your job as an event planner exceptionally easier.
Don’t Go Over Budget
The budget is often the be-all and end-all of event planning, so go over it. Your client will likely be upset and may even fire you or leave you with a bad review. Nobody wants that. So to ensure you don’t go over budget, you should meet with the client to determine your event budget properly.
Go over cost estimates with vendors as early as possible, and set aside contingency funds for those instances where you may have to stretch the budget. There’s always some emergency that requires more funds, but with enough planning, you can avoid going over budget.
Don’t Skip the Site Visit
The venue tour or site visit is one of the most important parts of event planning. Unfortunately, event planners and clients often skip it because they see it as unimportant. While you and your clients may feel like your have a good grasp of the venue from pictures or videos, you can’t be sure until you’ve walked in and seen it yourself.
The site walk is the chance for you and the client to ensure the venue is exactly what they’re looking for and ask questions of the venue and crew. It’s not uncommon for clients to arrive at the venue the day before the event only to feel disappointed because they didn’t go on the site visit.
Those are the basic dos and don’ts of corporate event planning. As you plan more events, you’ll create your own rules. But if you start with these fundamental guidelines, we’re sure your first events will go swimmingly.