Working in corporate events isn’t as simple as people may believe. Depending on the size and scale of the function, there are often many moving parts and several people that you need to please in the process.
In order to keep corporate event planning simple, we have come up with a checklist. It’s a simple guide to make sure that you have everything covered ahead of the big day.
Basic to basics
A common mistake when planning company functions is to think about the details before getting the basics confirmed.
Start with the size and layout of the room.
Make sure you have enough space to deliver the experience that you want. Too cramped and guests will get hot and restless, too large and it will feel like you haven’t invited enough people.
Also, think about what you want from the event. If it’s for people to have fun, there will be different priorities than if it’s a session whereby you want feedback and practical outputs.
Have a maximum number of people and stick to it. This will be reflected in everything you do, so it’s important that you get this right.
The perfect location
Find a location that is accessible to all. Make sure that there are plenty of transport links and that you provide clear directions for those that may not know where they are going.
Choosing somewhere central means you have the tube, train, bus or taxi as an option. You could even suggest that people start the experience early by taking a water taxi.
Food for thought
The food you provide can play a big part in the success or failure of an event. Catering for all dietary requirements is a must, so spend some time asking the questions that matter.
Work with a chef to come up with options that meet the needs of the widest audience possible, rather than having to serve several dishes. Playing it safe doesn’t have to mean tasteless or boring.
Make sure to remember the drinks. Not everyone likes tea and coffee, so make sure juices and water are available too. If you’re serving alcohol, provide a non-alcoholic version or better still a mocktail. The extra effort will be appreciated.
Step-by-step
Go through your agenda step-by-step. Think about the AV equipment you will need. Make sure the venue that you work with has free and accessible WIFI and that any AV kit you may need is on hand.
Consider breakout spaces, so that delegates can step away and catch their breath. Having different rooms for breakfast, lunch and dinner is often a good way to break up the day and give people a chance to regroup before the next session.
Then there’s toilet / comfort breaks. Rather than having people leave the room, set aside time so that you retain their attention for as long as you need.
Sharing regular updates
There’s nothing more infuriating than being asked the same questions time and again. Make sure that those involved – even from a distance – are given regular updates.
It will save time and make them feel like they are involved. What’s more, it will leave you to get on with the job at hand.
If you are managing a team, make sure to provide clear instructions with definitive tasks and deadlines. You don’t want to get to the day of an event to realise you haven’t confirmed the speaker.
Have fun
We often forget when we have so much to do ahead of an event to have fun. Event planning may be stressful but watching everything come together should give you a real sense of pride.
Make sure to set aside some time at the end of the day to give yourself a pat on the back. After all, it’s likely that before you know it you will be planning the next one!
Working with Glaziers Hall
At Glaziers Hall we have a team of event specialists and resident catering partners that take the pressure from our clients. It’s important to us that those planning the events have the same experience as those attending.
From start to finish, we make it our mission to remove the pressure and give you the support you need. If you want to work with an event team that has your back, before, during and after an event, simply give us a call.