Planning a corporate event is no easy task and if your boss has given you the responsibility to organise your next live event, this could be a golden opportunity to gain favour and maybe even promotion. If this is your first gig and you are worried that you might not be up to the task, we have a few great tips from top event planners to help you plan a successful live corporate event.
- Confirm your budget– The first thing you need to know, aside from the event date, is your budget, which pretty much determines the scope of the event. You can start to crunch the numbers at this point and keep an eye on the totals as you go.
- Define the event objectives– It might be a ‘thank you’ to your distributors, or to promote a new product line, or to attract investors for a new development. It is essential to list all your goals, then you can create a timeline for the show.
- Choosing the right venue– This is a critical aspect that needs a lot of consideration; you need a venue that ticks all the boxes; ideally, top hotels and resorts cater for corporate events. The sooner you start looking, the better, as venues have bookings well in advance. Browse the corporate venue hire in Melbourne website and make your booking.
- Risk management– As you can imagine, there are a million and one things that could go wrong at a live event; there are things you can do, such as having a backup for all digital devices, spare batteries for the mics and precautions for rain. A small generator could be a lifesaver, and evaluate all equipment, just in case.
- Go digital– Use a leading event planning app, as this is the most efficient way to manage the project. Set notifications and you won’t miss a meeting and you can do without paper and pen, using an iPad, which is recommended. Maybe invest in custom promotional gifts to boost your branding.
- Create a timeline– As the concept is known, create a rough timeline, in chronological order and review it with colleagues. As the date nears, refine the timeline and a dress rehearsal is never a waste of time. Live shows are stressful for the organiser and hopefully, everything goes smoothly and the event is a success.
- Vendors – You should have a good directory of vendors; make contact as early as possible to confirm your date and keep in touch as the date draws near. Haggle with vendors, as it is a competitive sector and you should be able to shave a bit off the price.
The Internet hosts a wealth of resources for event planning; make sure you create lists, review often and be an effective communicator, as you have to coordinate with everyone. Be direct and act quickly and when the time arrives, relax because there’s nothing you can do at that time.
