Event Planning Tips

We’ve learned a great deal over the years on how best to manage an event. As a result, here are some of the things that we believe are important for a successful event:

Efficient Team Communications
Corporate events can be complex with many moving parts so it’s critical that all parties involved communicate well. Hosts, planners and workers need to stay up to date so there are no last minute glitches. Email, text, phone calls – whatever it takes to keep the whole team in the loop.

Research Speakers and Performers
Speakers and performers can make or break an event so make sure you know what you’re getting with each. Additionally, make sure what they are presenting fits with the event theme and goals. Likewise, be sure to ask for references if you are not 100% sure about the speaker or performer.

Detailed Project Scheduling
With so many variables in a corporate event, there’s too much risk of something getting missed or overlooked. As a result, a project schedule becomes a valuable event planning tool. In short, a project plan is a good way to get the team on the same page and identify any problems early.

Read All Fine Print
There are many details that go into any event so it’s important to pay attention. Contracts with vendors, orders, specified numbers and more, one small mistake can have a huge impact. Therefore, double check everything and take the time to read the fine print so there are no doubts.

Have a Mission Statement For The Event
It may seem obvious, but a clear goal or objective for an event is critical so everyone stays focused. In short, having a clear purpose helps with all the little decisions along the way. When something comes up, you can always refer to your goals and ask how it impacts that goal.

Triple Check Everything
Along with reading the fine print, a healthy dose of skepticism may save you at event time. If you booked a vendor or performer ahead of time, check their status as the event draws closer. People have a way of forgetting their committments leaving them unavailable for your gig. Checking and rechecking along the way gives you a chance to find a back up when needed.

Corporate event planning involves organizing meetings, conferences, trade shows, seminars, retreats and other events for businesses. The audience for a planned corporate event can vary. For instance, the event might be for company staff, clients or for any interested professionals within a particular industry. A corporate event planner will manage and coordinate all aspects of an event. For instance, venues, entertainment, food and drink, logistics and more.

Hiring an event planner is a good idea if you are planning a large event. In short, there are so many elements involved with running a great event that it’s easy to miss something. Event planners bring the project management skills to your event so there are no unexpected surprises.

Without an event planner, it’s easy to overlook important steps that ensure a smooth event. Here’s a few of the most common:

Not Having a Project Plan
With so many moving parts, a poorly planned event can easily fail leading to much disappointment. As a result, an event project plan is critical so everything stays on track. Take the time to develop a master plan so everyone is on the same page.

Not Planning Early Enough
Big events take a lot of planning including venue reservation and entertainment booking, catering and more. In addition, setting a date can also be a challenge. In short, you need to find a date that works for a large number of people that doesn’t conflict with another event. Therfore, the sooner you start your plan, the less likely there will be a conflict.

Not Padding Your Budget
Costs and estimates go up for all kinds of reasons. It’s just part of the event planning landscape. As a result, you should allow for 10 to 15 percent budget overage to be on the safe side.

Not Accounting for Low Attendance
Low attendance often takes away from the energy of an event. Likewise, you don’t want attendees looking around wondering where everyone is. Be sure to market the event well and use an online registration system to track attendance leading up to event day. If attendance is lower than expected, consider partitioning off the event space to make it smaller so it feels less empty.

Not Getting Confirmations in Writing
Get everything in writing. For instance, venue reservations, entertainment, catering – every detail. It’s a good way to protect yourself and to keep track of all the details. Roll the written confirmations into your master plan so no detail falls between the cracks.

Incentive travel and incentive events are planned events or trips used to encourage people to achieve a specific business goal. For example, an incentive event can be used to recognize one or more individuals for achieving goals or productivity. Incentive travel is an extension of this idea and is often be combined with team building exercises. As as a result, employers often get a boost in moral and team production.

Hawaii often comes to mind first when people think of fun-filled getaways. But people may have been to Hawaii multiple times so thinking outside the box is a good idea. Here’s our top 5:

• Hawaii
• Napa Valley
• The Caribbean
• Ireland
• Italy

Employers usually think about increased production and sales in the context of incentives. However, there are more benefits that don’t always fit on a spreadsheet. A well motivated employee will be more productive as an individual but will also boost moral of coworkers and managers. Additionally, happy workers are less likely to leave the company helping with retention and overall team experience.

Contests involve pitting individuals against each other trying to achieve some goal. While they can be fun, they can also lead to some bad feelings for those who don’t do so well. Incentives are typically aimed at an individual level where they are encouraged to compete against themselves. As a result, there are less hard feelings and more positive vibes for everyone. Contests may be a fun part of an incentive program but should not be for moral boosting. If you need more incentive event planning tips, feel free to contact us!

There are a ton of great team building activities than will suit any budget or environment. Here are some of our top picks:

• Paintball
• Cooking Classes
• Karaoke Night
• Go Kart Racing
• The Egg Drop Challenge
• Laser Tag
• Ropes Course
• Mystery Dinner
• Kayaking/Canoeing
• Scavenger Hunt
• Painting Class

The purpose of any team building exercise is to build a stronger unit of employees. Team building has many benefits for businesses. For example, it improves productivity, increases employee motivation, encourages collaboration and builds trust and respect among employees.

The difference between a strong team working as a unit versus a number of independent individuals is significant. As a result, a strong team will be more productive and efficient having direct impact on a company’s bottom line.

A happy workplace is a productive workplace boosting employee retention and overall quality of life. Here are some considerations to boost morale in the workplace:

• Be open and transparent about communication
• Praise your employees often
• Brainstorm ideas with your staff
• Plan fun non-work activities
• Incentivize your staff
• Promote your employees
• Embrace flexible working