Walking into an event which is beautifully decorated, with all the chairs aligned in a systematic order, the activities and food delivered all on times – it doesn’t happen effortlessly and it’s certainly a lot harder than people realise.
However, if you look at the wider prospect all these arrangements did not happen overnight and numerous people were involved in the process. Organising a corporate event takes a lot of effort and sometimes ends up being far more than what it actually needs to be.
In order to make your task simpler, we have listed down some important points which you must take into account. This will ensure that your event is well organised.
Determine the purpose and form of your event
There are different types of events, including both formal and informal. Each one of them has a specific motive and a specific setting. For example, a formal event will have more serene and simple décor while an informal event might have a more casual ambience.
Determine the goals you aim to achieve through these events and accordingly choose a particular setting. The setting and event format also depends on the duration of the event, the main concept, the venue layout, sound, catering and your role within the team.
It is wise to think above the traditional setting so that you can create something new to your clients.
Key attention to planning
Planning is a process and it comprises of various elements such as content, logistics and promotion of the event. A simple but clear document which clearly defines the role of every member in the process is a helpful source as it helps to understand the overall objective of the event.
You can begin the planning process by listing down the core tasks and then describe them in details so that individuals can clearly understand what is expected from them.
It is wise to mention a tentative timeframe for completion of the task so that you have a clear idea about when will the task get completed. In most cases, things function at a slower pace than it is expected to work.
There are several programmes which you can use to keep track of the completed and incomplete tasks. This makes your planning process convenient since you can alter the process as per the changing situations.
Moreover, if you are planning an adventurous event you would probably search for venues offering pit stop challenge, car simulators and other thrilling activities. This way, you can attract more foot traffic at your venue but for this, you have to plan well in advance.
Details can save you
If you plan to eliminate all possible hurdles on your way to the event then you cannot afford to overlook the minute details of the plan. You have to prepare a correct guest list so that you invite the right set of people for the event, make sure that your staff is polite and well trained to deal with clients.
Your entire team should look presentable and should be able to mindful of their actions. All these minute details help you to discard obstacles on your way and you can successfully run the event.
As an event planner, you have been assigned a specific budget which means that you ought to manage all expenses with that amount. You have to determine the number of tasks and the expenses involved to run them so that you do not run short of your finances in midst of the project.
There is likely to be a situation where you do not have a steady cash flow. In such situations, you can either look for alternative finance option or make use of emergency funds you have saved.
Re-check a day prior
It is important to run last minute errands as they eliminate all potential scope of missing out on any of your tasks. You can skimp through your check-list and ensure that you have completed all the tasks mentioned in it.
This will save you from last-minute chaos as you will make sure that there are no pending tasks for the event. To minimise your work, you can share the list with your employees and ask them to check whether they have performed all the tasks assigned to them.
In the last, you can skimp through the list and confirm whether tasks are completed as assigned.
Ask for feedback
Feedback is an essential component of any event as it helps to determine whether you have been successful or not in attaining your goal. You can ask for feedback from your visitors and guests.
You can seek this feedback through social media platforms as it is easy for you to evaluate their response and work on your services.