Every corporation has got a structure on how to execute its mission and vision for business prosperity. These plans are elaborate and involve various aspects of the business. Any corporation worth its salt is keen on having a healthy relationship with its staff members, customers and stakeholders. One of the tools that corporations rely on to attain main goals is integrating corporate events. Some of the events undertaken by these establishments include, board meeting, shareholders meetings, conferences, team building, product launch, appreciation events, trade shows, charity events, business trips and meeting.
It is very risky to assign members of staff the role of event planning as they are unskilled and untrained in this niche. Furthermore, using employees to plan corporate events distracts them from the core business of the firm and slows down operations. It is wise to hire the services of an event planner to organize corporate events.
Event planners come in very handy because they free the hands of the host and his or her members of staff from the hassle and time consuming exercise of event planning. This means that the members of staff can seat back and enjoy the event with other invited guests. Further, event planners ensure that the occasion is executed within budget, on point and on time. In essence event planners have got experience and great organizational skills.
Every event has got clear goals to meet which an event planner should be able to work with. This may include trying to reach a specific number of attendance in a product launch or promotion project. It may also include raising awareness or raising funds for a particular project. The goal should be matched to a successful implementation plan.
Equally important is drawing a budget and planning for staffing requirement. In order for an event planning exercise to run smoothly the team should have a manager. This manager further breaks down the overall team into manageable groups with subcommittee leaders. These teams include venue, dcor, catering, entertainment, staff logistics and marketing. Although each team works individually, they are there to support the main objective.
Equally, every plan and budget line item should be listed down. The teams actually use the budget as a guide on the remaining tasks. An event planning exercise cannot move forward without coming to a consensus on the date and venue of the event. The reason for picking a date early is that it allows for consultation with the keynote speakers, guest of honor and presenters. Once the committee teams have the event date, they can speed up operations in each of their individual teams. An idle date is identified six months or more in advance. Avoid public holidays when selecting dates.