Corporate events range from employee meetings and internal training seminars to company conferences and trade exhibitions. They have a strategic purpose and measurable goals that need to be achieved.
Event professionals understand your vision and are great at helping you stay on track and realistic about what you can achieve within a specific timeframe. They are also skilled negotiators who will ensure your budget is followed.
Experience
Event planners have years of experience interpreting ideas and turning them into immersive, successful events. They know how to get the most out of a budget and will work with your team to meet all your business goals.
They will create a project timeline and coordinate with a centralized event management system to keep everyone on the same page. They will also provide onsite directional management, compiling “Run of Show” documents with time stamps, like 7 pm cocktails start, 7:15 piano starts, and 7:30 pm dining room opens.
They will also communicate with a central escalation point and a list of emergency contacts so that if an issue arises, they can act quickly and efficiently to solve it. This includes using tools to send messages out to attendees, vendors, or speakers to keep them updated at the moment.
Knowledge
Corporate events are staged to communicate company strategy, change internal company behavior, educate or motivate employees, drive sales and marketing initiatives, build brand awareness, entertain clients, and support broader fundraising efforts. They can be in person or virtual, including keynote speakers, roundtables, or peer-to-peer learning sessions.
Regardless of the type of event, all corporate events need to be professionally delivered. A knowledgeable corporate event planning company is well aware of this need. It will ensure that every detail of your event – from the venue to food and beverage, entertainment, and technology – is accounted for and managed. They will also ensure that the event runs smoothly on the day by facilitating communication and troubleshooting any issues. They will provide a comprehensive plan to guide you and your team.
Time
While a full-time event planner may be more knowledgeable about the industry and have more connections, they can also be more expensive than a part-time event planner. However, you can save time and money by choosing a corporate event planner who charges per project rather than hourly.
A good corporate event planner will be experienced in creating and sticking to a budget. They will also be able to save you money by offering additional services such as photography and entertainment or by sourcing more affordable suppliers. They will also be experienced in handling unforeseen situations that might arise during an event. They can make decisions quickly and ensure that all events run according to plan.
Budget
The budgeting process is a critical step in planning an event and one that requires careful attention. The details are numerous, from estimating venue costs to creating marketing budgets.
The best event planners will work with you to create a clear set of goals for your upcoming event. This helps ensure that you stay on track to meet your budget. Goals should be specific, measurable, and attainable.
For example, consider transportation costs and meal options if you organize an in-person event. Similarly, when budgeting for virtual or hybrid events, you must consider utility costs like water and power. You can avoid surprises come event day by staying on target with your budget.
Stress
Having to deal with a tight deadline and a budget can stress the event planning process. Ensuring that all stakeholders understand their responsibilities and communicate effectively is also essential.
Developing specific, measurable, and achievable goals (SMART) helps reduce stress as it enables you to measure progress.
A good event planner can also save you money by negotiating deals with suppliers, caterers, and other vendors on your behalf. They can do this because they have built relationships and contacts. This can make a big difference to your bottom line. Also, event planners have a proven track record of managing stress and meeting business objectives.
