In this article, we share our tips for Corporate Event Planners to ensure your event runs smoothly. Despite all events being different and everyone having conflicting ideas of what makes a good event, the journey to a successful one can be easy. Whether you’re working in a team or by yourself, this guide should ensure that all of your expectations are met.
Planning can be stressful so allowing yourself time to do everything necessary will keep everyone motivated and make the event a hit. In a situation where there is more than one opinion to consider, timing is even more important. The perfect event is one that everyone remembers; for good reasons!
Have a guest list. The venue for the event will have capacity requirements to meet which allow health and safety regulations to be in check whilst ensuring that the cost of hiring the venue is realistic. As well as fire safety worries, another concern is a room feeling too empty at an event, hiring a space that is too big could lead to guests feeling uncomfortable.
PAT testing equipment is a must for all venues (some may do it for you and others may not). Many AV companies who are renting out their equipment may have already had PAT testing done. Fire escapes should be obvious to all guests; in some cases they may need to be pointed out at the beginning of the event. Catering at events is highly popular but it does not come without risks. Knowing who has allergies and what they are minimises problems for the venue and guests. Security checks may need to be done where necessary.
Motivated workers need to feel like they can be productive whilst having the option for breaks and not feeling overwhelmed. Communication between too many people can make decision making more time consuming.
Negotiations on this will almost always go the same way. You have a budget, so use it well. When it comes to venue, decor, suppliers, catering, audio visual equipment meeting the agreed spending limit is important for event planners who want happy, returning customers.
Depending on the type of event you’re organising the style of entertainment may differ. Happy guests will be those who don’t have a chance to be bored. Music, games, public speakers, photo opportunities, the list could go on. Finding the right people to provide these can be hard but compare prices of many audio visual companies.
No one wants to pay to attend an event to be let down by the sound system or not be able to see the stage. Hire a reliable AV company who will use your space to its fullest potential and ensure that the equipment used is suitable for your event. Our experts at Moorhen Media are more than happy to provide you with any guidance you may need.
Knowing the plan of the evening can be helpful. Whether you share it ahead of schedule so guests can know where they are expected to be at certain times or so they can arrive just in time for their favourite public speaker.
Having a quiet room to gather thoughts, take a phone call or eat something, can be beneficial for guests. Offering refreshments such as water and baked goods is also a nice touch to ensure satisfied attendees.
Corporate Event Planners need to spread the word and social media is one of the easiest ways to advertise. Signature colours, wording and style will encourage new customers to take interest in your work. Getting good photographs of your events to showcase your work on social media platforms is another vital step in gaining interest from possible clients. Be sure to get guests to tag you/your company page in their posts so that their friends and family can interact with your content. Moorhen Media can help you share your event on a live streaming service to widen your target audience.
We thrive on making your corporate event look and sound the best it can for everyone in the audience.