6 “Facts” About Corporate Event Planning (And What to Do Instead)

Event planning is not a new discipline.

In fact, it is almost as old as the Egyptian pyramids. Did you know that the known event planner was Cleopatra ? Their lavish events would not have been possible without endless ready servants. (In their case, servants and slaves.) And somehow they managed without any of our modern technologies.

Corporate event planning requires a lot of work. Don't let anyone tell you otherwise. Whether you're organizing a product launch, conference, or customer hospitality event, getting all the details right (on time and on budget) will take a lot of effort.

That's why it's totally useless to be told dubious truths about event planning. These are not only wrong, but they can also hamper your progress and ultimately the success of your event.

Here are 6 such "facts" and how to avoid them.

1. It takes a person to organize an event.

It is highly unlikely that a single person will be able to handle all the elements that go into planning a corporate event. In fact, the larger, longer and more complex the event, the more help you will need to seamlessly tie everything you need into the day.

Sure, an event planner can coordinate everyone's efforts and make all the big decisions. But you will need specialized assistants, either internal or external, to deal with individual aspects such as:

·         Find the appropriate place.

·         Organize catering.

·         Reserve entertainment.

·         Plan the event program.

·         Market the brand.

·         Logistics.

·         …and much more.

2. Corporate events are formal affairs.

Offices have a reputation for being congested places to work. So it's no wonder that the same courtesy extends to corporate events outside of them.

In decades past, large formal conference meetings may have been the norm. That is no longer the case in the century 21 .

While your event is to be expected to be professional, there is no reason why the format should not be casual. Maybe even a little quirky and - shock, horror - nice. How about a sumptuously decorated party tent instead of a standard hotel meeting room?

3. It is not necessary to schedule the event with military precision.

Again wrong.

A clear calendar planned with the utmost precision is exactly what is required. Many event organizers try to run through the day without worrying too much about session times or breaks. The inevitable result is chaos, as delegates don't know where they are supposed to be at any given time, while speakers aren't sure how much time they have available.

A much more professional approach is to map out a strict itinerary with a calendar of events, including lunchtime, recesses, and evening events when necessary.

4. The place doesn't really matter.

This is perhaps one of the biggest myths out there.

In fact, the opposite is absolutely true. Getting the right venue can be the secret to a successful and memorable business event.

It starts with the location:

·         Can everyone come and go easily?

·         Is there fast and reliable Wi-Fi?

·         Does the environment set the right tone?

The place is the basis of everything that will happen there. However, it must also be able to meet all your needs. Whether you choose an upscale nightclub, a venue with a private garden, or a historic palace, don't skimp on your research and be sure to surprise your delegates and guests.

5. You don't need a plan B.

Relying on nothing but your original plan is a dangerous approach. Remember Murphy's Law that says "anything that can go wrong will go wrong"?

Although, of course, you should make sure that you have reviewed and rechecked every item on your event planning list, there is never a guarantee.

Even the most cleverly planned events can go wrong when you least expect it: There has been a freak storm and your venue is running out of power. Your keynote speaker cancels on short notice due to laryngitis. The printer is late in delivering marketing products.

Whatever it is, you should have an alternate plan, just in case.

6. There is nothing else to do at the end of the event.

It would be lovely to think that you can relax after a day of conference or training.

But far from it: your work is not done yet.

Once you've finished and set up the venue, there are important post-event tasks that can take days or weeks. From feedback questionnaires to other performance measures. From follow-up emails to reporting tasks.

There is a lot of work to do to make sure your event has achieved its goals.

 

Courtesy: corporate event planner in Lahore