The 6 Stages of Planning a Corporate Event
Whether you are a professional event planner or have been tasked with putting together an event for your company knowing how to put together a corporate event can be a formidable task. The following list aims to act as a reference guide of the 6 stages of planning a corporate event.
So you have been given an event to organize for a client and depending on the size and your familiarity with event planning this can be a daunting time. However, this not the time to be creatively stifled by thoughts of ‘no’ and ‘impossible’. Understandably some decisions are more time consuming than others but the initial brainstorming stage of planning an event should allow you the freedom to think outside the box in terms of branding and promotion. Dream big at the beginning to envision your perfect event and you can get down to the logistics and feasibility of everything at the next stage. “Aim for the moon, if you miss you will still be among the stars.”
Once you have an overall vision or theme for your event in place, keeping in mind this is still your ideal scenario, you need to work with the experts to put your plan in motion. Research suppliers and make contact. They will have a wealth of experience in their field and will be able to make suggestions based on your vision and their previous experience. “Everyone you will ever meet knows something you don’t.”
Price around to ensure you are getting the best value for money. Negotiate prices when given; if you are a big brand company then you can benefit the supplier by raising their profile, if you are a smaller start up then you have the potential to become a long term client for the supplier who can grow along with you. Know your worth and stand your ground in negotiations. When in price negotiations do not lose sight of the brand message you are trying convey. This is true for every stage of the event but becomes important at the negotiation stage where it becomes tempting to stray from initial aesthetic in an attempt to save on money or time. Consider the long term ramifications of these. “The bitterness of low quality remains long after the sweetness of low price is forgotten”.
Everything becomes time sensitive this far into planning an event. As the event planner your role is to facilitate all other contributors with completing their tasks. Give achievable deadlines and agree upon them. Get everything in writing and request regular updates. Coordinating suppliers, transport and venue is an invaluable skill that requires you paying close attention to detail, meticulous timekeeping and planning for the unexpected. “If you do not expect the unexpected, you will not recognise it when it arrives.”
5. Mediation/ Communication
Do not take your eye off the ball. Keep in constant contact with all your suppliers to make sure everything is moving along smoothly. Communication is important at all stages of planning an event; at these final stages it is essential. Miscommunication can cause major delays and result in added pressure. Mediate between different suppliers; put different suppliers in touch with each other if needed. Ensure that the overall brand message is still holding strong. Maintain constant contact with everyone involved. “If you just communicate, you can get by. But if you communicate skilfully, you can work miracles.”
When it comes time for the event to take place it is the stage for you to revel in all that you have achieved! While there will still be work to do on the day(s) of the event for the most part the hard work is done. Enjoy seeing the vision you co-created with your team, client, suppliers and everyone else in-between come to life. When it is all over reflect on the event and make note of all its strengths and weaknesses so as to benefit future events. I hope you enjoyed your event!
You have worked hard to see your event come together and be a success but don’t forget about everyone who supported you along the way. A thank you note, email or call to the attendees of the event, the suppliers and everyone who helped you is not only courteous but also helps forge stronger relationships for potential future collaborations.
Keep an eye on the IMS website for a future post on how to promote your event!
If you would like to hear more information on event planning for your corporate event why not talk to me in IMS Marketing [email protected] or call +353 091 739450.