There are many moving parts and factors to consider when planning and managing a corporate event. From the food and entertainment to the seating arrangements, there can be a lot of pressure to make sure everything runs smoothly and perfectly. Don’t worry, though; we’re here to help. Here are the top 8 common mistakes when planning a corporate event and how you can avoid them.
1. Doing it all
One of the biggest mistakes you can make when planning a corporate event is micromanaging and trying to do everything by yourself. Remember, you have an entire company team at your disposal to help you plan and handle the logistics.
Delegating tasks to team members will lower your stress levels and allow you to concentrate on organizing the main event without getting lost in the details. Just make sure to follow up with your teammates occasionally for updates, and provide them with the resources they need to uphold their end of the bargain.
2. Poor time management
Having good time management skills is vital when planning an event. Every single element of your corporate event needs to be perfectly timed to ensure it runs smoothly, from catering to technical equipment installations. We recommend creating an event schedule so you can cross off each completed task as you go and stay on track.
3. Poor communication
Communication is a crucial skill in almost any line of work, especially when planning an event. From event venues and vendors to corporate clients, you must ensure that lines of communication are clear and open so that everybody is on the same page for the event.
Also, make sure to communicate all event details days in advance, and send several reminders leading up to the event so that it stays top of mind for your attendees. If there are any changes in location or time, follow up by phone or email to minimize confusion.
4. Not allowing ample setup time
It’s better to have too much time for setting up rather than too little, even if this means going to the venue or sending your team a few hours early. Allow enough time for positioning and repositioning, as well as any practice runs if necessary. Preparation is key in executing a successful corporate event!
5. Not allocating a big enough budget
Ideally, your event budget should have some wiggle room in case the total ends up higher than estimated. With so many different elements to take care of—floral arrangements, catering, photographers, and more—it’s likely that they cost more than expected. Having a big enough budget that accounts for unexpected expenses allows you to be prepared for all eventualities.
6. Not confirming with vendors
You’re likely in communication with a range of different vendors when planning a big corporate event. Always get a verbal or email confirmation from each vendor a couple of days before event day, so you can be sure they will turn up at the correct venue and at the right time.
7. No plan B
Unfortunately, the unexpected can happen no matter how much you prepare for an event. It’s simply impossible to be prepared for everything. That’s why you should always have a backup plan. For example, if you’re hosting an outdoor event, always have a “plan B” to move it to an inside venue or set up a tent in case the weather turns.
8. No follow-up
Always send a follow-up message to your event attendees after the event. Take this opportunity to thank your guests, let them know the event was a success, and ask for feedback that will help improve the event next time. A simple survey is all you need.
With these corporate event planning tips in mind, you are now ready to go forth and start hosting a successful gathering for your company. Still searching for a suitable conference centre in Vaughan to hold your event? You can learn more about how Château Le Jardin can help you find the perfect event space for your next corporate event in Vaughan and across the GTA by calling us at 289-236-2572 or sending us a message here. We can’t wait to help you organize the perfect event!