Managing a corporate event is a very difficult task and it becomes even more hectic if you do not have the right resources at your disposal. So, rather than fretting about managing such an event, start to make a pre-event checklist.
It helps all those event planners out there to plan, manage, and essentially multi-task while handling such a huge responsibility. The following factors involved in the making of a checklist might help you too, if you ever find yourself planning the next big corporate event.
Budgeting and scheduling
Firstly, try to keep a time frame in mind, when planning such events. Starting a few months before the event makes planning it much easier. The time allows you to feel less anxious and the less stressed you are, the more productive you will be.
Secondly, try to get the main concerns dealt with first, which include finalizing a date for the event and selecting a venue. This would also involve budgeting and assessing the cost of the event. Evaluate the purpose of your event and then move forward.
Create a schedule for your event and establish a timeline in your checklist. This will give you a rough estimate of the time taken by every activity and also help in ensuring that everything runs smoothly without unnecessary delays.
After planning the primary details, you can start working on the agenda of your event. This could include the orientation and goals to be achieved through such a gathering. The agenda reflects the perception of the planner. The goal is to make a statement and get people to engage in the subject matter.
Invitation and guest lists
Create a list of potential speakers and look for recommendations. Then start contacting the final list of speakers and get to know their availability. After their availability is confirmed, decide on the topic of the speech and make pointers to communicate on that subject, while finalizing details.
Furthermore, try to create a guest list and see who you would want as the target audience because that would impact the seating arrangements, which come afterward. The email invites can be sent to the selected guests with details concerning scheduling, attire, and goals of the event. While the primary objective is to get as many people as possible to the event, do not forget to tally your finances.
Designing and organizing
Now that the primary details have been finalized, you can focus on designing and decorating. You can hire event managers, but if you want to give a personal touch to the event, you might feel like dipping your toes in the world of event management.
Firstly, come up with themes and color palettes. After deciding on that, you can move forward with the seating arrangements and logistics. Also, feel free to build a team, who would help you with getting things done.
Review with the food caterers and hire a valet for the parking space (if you have the finances) also keep in touch with the tech people and get feedback about the sound system and wiring etc. Also, if there is a virtual setup, then try to do some test runs to smooth out the kinks in the system.
Moreover, finalize your documents, which include your checklists, which will be shared with your management team. Highlight pointers that are essential and in need of a double check and coordinate tasks. Try to come up with a system to help communicate with your team via email or WhatsApp group, which would help if a problem arises during the event.
Marketing strategy
For this portion of your planning, try to come up with new ideas on how to publicize your event. Create a Facebook event page to get people to join in and try making corporate poster templates to highlight the importance of the event.
These posters would involve the humanist perspective of the people, which would resonate more with the masses. To create accurate and real images on these posters, you could hire a photographer to capture moments to highlight the organizational process and the environment of the corporate world.
Use social media applications, like Instagram to reach a wider audience and try creating some quotes regarding the event goals and objectives to let people analyze the subject matter, so they can share opinions too. You could try selling tickets to people online, who would like to attend the event.
Social media influences could help in publicizing the event by collaborating and raising awareness about the agenda of the event. You can also organize a “Q and A session” with media representatives, which would help in the marketing process. Also, do not be intimidated by the grander scale of the event, as the momentum has been established and now things will progress swiftly and smoothly!
Conclusion
In addition to the tiring preparations, you should always take care of yourself and your mental health. Plan ahead of time, so you get a period of rest before the big day. This would help you be ready to greet guests and manage the speakers, as the event takes place.
Your checklist may be longer than most, but it would give you the confidence to take on the day without any worry. Happy planning!
Written by: Raahim Jamshed