Top Ten Tips for organising the perfect Corporate Event
Hi, we have been organising corporate events for the past fifteen years with great success. From a company fun day, to a European conference, large roadshows to exhibitions, awards ceremonies to balls, they all have the same importance to us and we have devised a guide list to make sure everything goes well from project conception to completion.
What are you trying to achieve?
Have clear objectives of what the reason of the event is? More clients? Rewarding staff? Promoting new products? Be focussed on what the reason of the event is – do you really need it?
Check your dates? and make sure your event is clear of alternative competition for guests?
We have attended networking events when England are playing football, very poor turnout, we have been at wedding fairs twenty miles from national shows – no turnout. Look at publications like ‘The Year Ahead’ and make sure you are not competing with major events.
Ensure that all staff are fully aware of procedures and how to flag a problem professionally, so that as soon as something starts to go wrong it can be dealt with quickly.
Venue?
Make sure the venue is exactly what you want from car parking to catering, set up times to what they allow. There are so many great venues you will always find the ideal one for your event – we have a venue finding supplier if you need one and can advise on venues for previous similar events.
Budget accordingly?
Look at your event budget and make sure you have given all suppliers the correct information from timings to numbers attending – try and cover every aspect and also add in a small contingency. There is nothing worse than getting quotes in – going to book and finding the prices have increased as the suppliers didn’t have the right information when they quoted.
Event Agendas / To Do lists?
Make sure you have every detail covered in your check list, from who is supplying power for the inflatables, to changing rooms for the showgirls, the more planning prior to the event will make sure there are no shocks (and additional costs) on the day of the event. We can supply event managers on the actual day if required.
Talk to suppliers?
When you are organising a large event with multiple suppliers find out what each supplier can actually do – there will be savings if you can get more items from companies who are going there anyway. You may also find alternative acts and recommendations of companies who work hand in hand with each other and can offer savings.
Make the suppliers work?
At the end of the day you are the client, make sure the suppliers deliver exactly what they have said and do not cut any corners which will only add stress to your big day. You should have nothing to worry about on the day of the event, everybody should know what they should be doing.
Listen to your guests and target audience?
Find out prior to all the planning what your guests / audience expect from the event? Research previous successful events and take the best things from these then add your own personal touch.
Contracts and Paperwork?
Make sure all your suppliers have contracts, full details of stand numbers, halls, contact names and numbers etc – by addressing your venue as the NEC, the suppliers may waste lots of time trying to find you. Look at it as how you would like information if you were doing their job. Make sure all works are contracted professionally – we always contract all clients and sub contractors / acts.
Feedback?
Talk to your guests, get their opinions and also talk to your suppliers, see what everyone feels was great or could be improved?
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