One way to nurture great relationships with your colleagues or brand advocates is to organize an event. Whether it’s a product launch for hundreds of people or a seminar for smaller groups, it’s imperative to start planning ahead to ensure a successful event.
Managing a corporate event is not an easy task ‑ from creating a program to entertaining guests, things can sometimes go out of hands. To make things easy, you can enlist the aid of contractors such as conservatorycraftsmen.com to help you out in some aspects of your event.
To help you out, here are some key reminders when hosting an event:
Understand the Purpose of your Event
Before jumping to the actual event planning tasks, make sure you know the objective. What are you trying to accomplish for this event? Set clear and realistic goals. Once you have identified your objectives and expectation, it’ll be easier to create an event that resonates with your intended audience.
Create a Budget Plan
Another crucial step in event planning is creating a budget plan. How much can you spend on the event? Do you have alternatives to reduce expenses? These are some of the few things you should have in check. List down all the expenses. Prepare an emergency fund, as well.
Many event planning experts recommend adding 10% to 15% more on the actual budget for safety. In any event, things are always changing. So it’s better to have “cushion” for unexpected expenses. Now that you know your numbers, start allocating your resources.
Set your priorities. For instance, location and food are the biggest concerns here. Other expenses they usually overlook are decorations for the venue.
Make a Timeline
Creating a timeline makes it easier to keep track of your progress. Make a detailed checklist of the things you need to accomplish. This usually includes making reservations for the venue, selecting the menu, buying decorations, and many more. Provide deadlines for each task.
Today, there are now useful event management apps you can try. These tools will help streamline and simplify the process for you. You may also use a spreadsheet with individual tabs for each event category, such as agenda, schedule and status. This way, you can easily delegate and check the tasks.
Know Your Audience
Knowing your target audience will help you select the best theme and program for the event. Are you expecting executives, managers, business partners or longtime clients? Also, make sure to make a headcount of your guests.
Send invitations as early as possible so they can also make adjustments with their schedules. Many experts recommend sending invitations at least one to two months before the event.
Select a Theme and Format
The theme and format should always be aligned with your objectives. However, you should also consider your guests. Find the best format to present the program to your guests. For instance, managing a client event with an industry expert is a good way to promote brand awareness and customer trust.
The key here is always to offer fun and learning opportunities for the participants.
Additional Reminders
Never hesitate to ask for help from others, especially when hosting bigger events. Additionally, consider hiring a professional to help you. Other than event organizers, you may also look for contractors for event centers to make significant improvements to the venue.