Event Planning Tips
We get a lot of questions regarding event planning tips and here are some of the most common with answers. If you have a question, please feel free to reach out and we’ll be happy to help!
Corporate 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.
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 Events
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:
- Napa Valley
- The Caribbean
Team Building Event Planning Tips
There are a ton of great team building activities than will suit any budget or environment. Here are some of our top picks:
- Cooking Classes
- Karaoke Night
- Go Kart Racing
- The Egg Drop Challenge
- Laser Tag
- Ropes Course
- Mystery Dinner
- Scavenger Hunt
- Painting Class
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