What comes to your mind as your company’s HR or event manager when you think of a corporate event? We’re sure the first thought would be to “ensure it happens without any big hassle.”
But it is easier said than done. From sound to lighting, several things can go wrong in a corporate event, and this won’t do good for you as the event manager. Not to forget the bad experience guests will experience, and you might have difficulty explaining why things went south to the management.
This article outlines 6 mistakes to avoid when planning a corporate event to ensure it goes smoothly. Take a look.
Not Defining the Event’s Objective
Planning an event without a purpose is like shooting an arrow without a target. Make sure you know the exact details of the event. If you have any questions, reach out to the concerned authority. Do not stop until you’re clear about the event’s important details.
Finding answers to these questions will help you plan for the event better:
- What is the event for?
- What are our goals for this event?
- What do we want our guests to experience/feel?
- What is the budget for this event?
Not Planning Ahead
The saying goes, “He who fails to plan, plans to fail.” This definitely holds true for corporate events. While it might seem like you have all the time in the world to plan an event, the truth is that you don’t.
The sooner you start planning, the better.
This will give you enough time to make changes if something isn’t working and finalize all the details. Start by creating a timeline for your event. This will help you visualize the entire planning process and give you an idea of what still needs to be done.
Not Checking the Audio Video Equipment in Advance
No one wants to be in the event that’s plagued by bad sound or fuzzy visuals. This is why it’s important to check the audio and video equipment in advance. Ensure you have the right cables, connectors, and adapters to avoid last-minute hassles.
If possible, set up the equipment a day or two before the event. This will give you enough time to test it and ensure everything is working properly. Also, consider buying the equipment from Audio Design Solutions if you think your equipment is outdated.
Not Having a Backup Plan
No matter how well you plan, there’s always a chance that something will go wrong. This is why it’s important to have a backup plan for your event. For example, if the venue you booked gets canceled at the last minute, make sure you have another venue lined up.
Create a list of emergency contacts and keep it handy. This will help you deal with any unexpected problems that might arise during the event.
Not Enough Volunteers
A corporate event can be quite chaotic, especially if there aren’t enough volunteers to help out. This is why it’s important to have a plan for recruiting volunteers. Start by putting out a call for volunteers a few weeks before the event. Make sure you have a clear job description for each volunteer role.
If possible, offer some form of compensation to your volunteers (like food or drink vouchers). This will make them more likely to stay on board and help out during the event.
Not Paying Attention to Catering
No one likes attending an event where there isn’t enough food. This is why it’s important to order enough food for your guests. When in doubt, always err on the side of caution and order more food than you think you’ll need.
Make sure you take into account your guests’ dietary restrictions when ordering food. This will help you avoid any problems on the day of the event.
Conclusion
Planning a corporate vent can be a daunting task, but don’t get too overwhelmed. Avoiding these mistakes will help you plan a successful corporate event. So, start planning today and make sure your event goes off without a hitch!
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