Planning a corporate event comes with unique challenges. Such events require individuals with a practically high level of organizational skills. Event planners are faced with challenges such as low budget, delay in order delivery, inadequate planning time, and event technology among others.
Some of these challenges can be predicted while others are unforeseen. Balancing a range of tasks including setting up your event website, getting registrations and ticketing done without hassle, setting up AV, mobile photo booth, etc. at the venue to feedback, can be difficult.
Even for professional corporate event planners, they encounter a handful of challenges. The unforeseen challenges require planners to understand common event-planning problems. This will prepare an individual for the possibility of any mishaps.
Here are five tips to help manage the stress associated with corporate events planning.
1. Managing the Budget
Before rolling out your corporate event idea, you need a budget. Many planners make the mistake of estimating cost. Underestimation of costs is a common blunder. Take into consideration the cost of food, venue or accommodation. Event planners can negotiate to have an easier time while allocating resources.
From the beginning, strive to bridge the gap between the client’s budget and expectations. It is important to notify the client that event budgets are handled as working drafts. This means that we have a possibility of changing anytime. Planners are required to create a buffer zone to ensure the event goes on in case the initial budget runs out.
It is rare to find an event with an unlimited budget. A planner needs to be ready and make cost-cutting decisions. Take note of areas that will matter most to guests. Areas that guests will be less interested in can be renegotiated.
2. Effective Communication
It is essential to keep the staff involved in the planning well informed. The communication should be effective and up to date.
In communication, the planner should find a balance to avoid being annoying. Good communication increases productivity. Effective communication eliminates repetition clarifying details. The staff spends less time seeking clarification since the instructions are clear.
Communication of goals to be achieved in an effective manner improves the morale of staff. People will be willing to come to work. Additionally, effective communication leads to the development of the event planning team. The team works better together when expectations are rolled out.
3. Having a Timetable
Having a timetable will keep planning of the event on track. A timetable helps in ensuring everybody carries out his or her mandate. Without a timeline, the planning process can easily lag behind.
Typically, planning corporate events should begin at least a month earlier. Having a workable timetable will eliminate chances of the last-minute rush. Rushing a few hours to the event can lead to missing out on small ideas that might be key to the event.
Planners need to create time for brainstorming in advance. Important to note is that there should space for minor shortcomings.
4. Attendee friendly venue
Many planners find it stressful when picking an event venue that will please the guests. You want a venue where the client will enjoy and appreciate. Guests need a scene that will leave them with good memories and new experiences.
To achieve the perfect venue, it is important to get some of the guest involved. Guests will be able to enjoy since they participated in the selection process. It is essential to put into consideration your budget. Look for a venue that will support the theme behind the event.
Factors such as the venue’s proximity should not be ignored. After identifying the perfect venue, early booking should follow. It always good to be ahead of other clients who might be planning to use the same venue.
5. Inviting the Relevant People
Typically the challenge of coming up with a guest list is the fear of failing to invite someone. To avoid such scenarios, a guest list should be created in ample time.
Come up with a checklist of the people to invite. Failing to invite a guest will be avoided if the checklist is followed. Decide on your target audience in advance and ensure it consists a group of ideal people.
Avoid bringing on board attendees who will not add value to your event. Mostly, avoid inviting close relatives and friends not related to your cause. Having a relevant audience affects the choice of speakers, ambience, venue, and entertainment.