As a corporate event organiser, there are various event categories or stages of planning that are worth remembering. Some details may be more evident than others, but in reality, all are equally important.
- 1. Create a time-table
A corporate event organiser has two types of time schedules. One time schedule is to insure that your guests or delegates get their invitations way ahead of the event. The other really important one lists all the details that ensures a smooth process of front and backstage tasks to be carried out, such as the start of the technical team, time slots for table settings, opening of the bar and other necessary tasks to do. Remember to update your suppliers, speakers and staff of the stages of planning.
- 2. Have handy trolleys available
Not the most important element of event organising, but they may come in handy. There will always be some heavy items to be transported and it is worth the investment.
- 3. Venue size and capacity
The corporate event organiser must know the exact capacity of the venue for the event. Too big or too small the venue is not what you want. Get a floor plan so that you can plan an appropriate size to make it comfortable for the delegates or visitors. It is also for budgeting purposes.
- 4. Name tags or badges for recognition
Helps delegates to identify themselves and enable delegates to properly network.
- 5. Liability
Depending on the type of event, it may be necessary for delegates to sign a liability statement if some of the delegates want to participate or try a certain games or take them on a helicopter rides. It is worth thinking.
- 6. First aid kits
In case of emergency, you will need first aid kits.
- 7. WiFi password
Nowadays WiFi is a basic requirement. Make sure passwords are easy to obtain, print them on the back of name badges or put small poster stand on the tables.
- 8. Phone and tablet chargers
Make mobile phone charging stations easily available for guests or attendees. Nowadays people want to be connected at all times and share their experiences through social networks. Enabling them to charge their phones (multiple devices!) will demonstrate that you are an excellent host.
- 9. Walkie-talkies
Mobile phones are the first option to use to communicate with event staff. But stand-by some walkie-talkies – good old walkie-talkies still have merit.
- 10. Venue staff
Besides the venue co-ordinator, it pays to think about who else on the venue staff you want to include. A hotel desk concierge for example? Security personnel? Or the bar supervisor? for various reasons.
- 11. Communicate with sponsors
Establish some communication lines with your sponsor. They may want regular update of the event to ensure the right marketing messages are effectively put across to delegates or visitors.
- 12. Delegate survey form
After the event is over, the corporate event organiser will send out survey forms to delegates or guests to gain information on how you can improve the event next time or how the products are perceived by them.
- 13. Evaluation
Meet with the core team and review what went well or what can be improved. The corporate event planner can review data from your post-event survey, but personal experiences from the people that worked at your event are as valuable.