Tips On Avoiding The Top Pitfalls Of Event Planning
No one ever said planning a corporate event is easy. Even the most experienced event planners face challenges whenever they tackle a new project. Fortunately, we can all learn from the most common mistakes people make when they are planning a corporate event.
Here are a few things you should definitely not do if you want to ensure your corporate event is a success.
Ignoring the Budget
First things first: get to know your budget. How much moneyare you expected to work with? The budget is the single most important factor in determining your plan of action. It will dictate the type of food you can haveat the event, what activities you can plan – and perhaps most importantly –what type of venue you can afford.
Will you be generating any revenue at the event?Where is the funding coming from?Ignoring the budget in the interest of throwing a super fun free-for-all party is going to seriously backfire on you.
Waiting Too Long To Book A Venue
Nothing is more frustrating than finding the perfect venue only to find out it’s all booked up. Don’t leave it to the last minute. Start looking for the venue at least a few months before the event. This will ensure that you secure the right venue for your event, and that you have time to look for alternatives should something fall through.
Important things to consider when looking for a venue include the quality of services, room size, accessibility, and amenities. If the event will take place over a few days, you may require accommodation and facilities – as in a hotel. Security and parking space areother crucial features to think about when it comes to choosing a venue.
Not Paying Attention To The Weather
If you’re planning an outdoor event, this should seem like a no-brainer. But with all that goes into planning a corporate event, you’d be surprised how many people forget to check the weather. Obviously, you can’t control what it’s going to be like on the day of your event, but if you are informed you can at least be prepared.
If it’s cold, ensure you have shelter or heating sources. If it’s hot, consider fans, parasols, and adequate hydration. If it’s raining, well, there’s not much you can do except hide under a tent. You did remember to set up a tent, right?
Not Finding The Right Vendors
Don’t wait to look for vendors or service providers for your event (if you need them). Just like renting a venue,you don’t wantany last-minute setbacks when some vendors pull out or are unable to deliver a specific service. Work things out with them as early as possible ahead of the event and keep checking with them to ensure they deliver as expected.
Choosing a Venue Without Inspecting It
Don’t just book a venue and forget about it until the day of the event. Thoroughly check it outto ensure it’s in good condition and to make any adjustments as needed. When you inspect the venue, you will also be able to get a better grasp of the logistics involved. Is it easy to find the venue? Is it far from main streets or public transit? Do you need to organize transportation for your guests?
If you only remember one tip when planning a corporate event, it’s to always plans things early and be prepared. If you have enough time to accommodate any unforeseen circumstances, you’ll always come out ahead.
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