Event planning is stressful, and when it’s for a big function, like a corporate event, this feeling can easily magnify.There’s always a chance something could go wrong and new issues could crop up the day of the event.
Whether you’re a professional planner or heading the committee, the demands of planning can detract from arranging an engaging and productive event. Fortunately, there are several ways to ease the stress of corporate event planning. Keep reading to find out.
Create a Strategy
Defining your strategy prior to planning the event will make it easier to plan and determine the event’s exact needs. Creating a strategy can provide a better way to organize the feel, look, and sound of the function to achieve the desired aesthetic. Theme, food, music, décor, and venue are all crucial items to take into account. When these are established, it’s easier to move forward, reducing the stress of corporate event planning.
Communicate the vision and goals to suppliers contracted for the event, so they have a clear understanding and can properly meet these goals. An established concept relieves the stress of event planning because it provides an idea that can be easily passed on to everybody organizing this function. This will also keep everybody, from the planner to the team, on the same page.
Break Down the Essentials
There are many detailed considerations to include when planning large corporate events. So many simple tasks exist that can add to the stress of corporate event planning. To combat this, implement a timeline and a schedule so everyone has a clear outline of when everything should be done, whether it’s picking a great venue or finalizing the menu.
This helps reduce the chance of being blindsided by an issue later on. Include when vendors need to be paid, bills signed, and other work finished, with tasks broken down accordingly to keep track of every single matter. Establish a run-down of everything for the big day, which includes the important details to ensure nothing is forgotten and maps out everything to keep the day running smoothly.
Collaborating means everybody must understand their job and know exactly what to do, to complete each task with minimal delay. List the essentials and organize who will do what, with a completion date if necessary. Working with a team who’s ready to manage certain aspects of the event also relieves the stress of doing everything solo and keeping all of the details in your head. Delegate tasks so each team member knows what they have to accomplish. Make sure to put one person in charge of the delegating in order to keep the rest of the group on point.
Ensure Communication with Everybody Involved
Not only will delegating tasks within a team relieve the pressure of corporate event planning, it allows a chance to hear ideas and suggestions not previously thought of. This opens communication to create the best event that will impress your guests. Have the team bring opinions and advice to meetings and encourage open communication lines.
The team should be on the same page to avoid any internal struggles. Regular communication helps everyone stay on track to avoid delays and problems. Allowing for collaboration between all members ensures that everyone recognizes they’re on the same team and can help each other out with any problem.
There will be a lot of back and forth between people and vendors. You don’t want any day-of surprises, so outside of the team, communication is crucial with any third-party suppliers. If vendors have a problem, they should be able to discuss it with the team immediately and work at developing an appropriate solution. Drops or periods without communication are an ominous sign that something may have come off track. Keep in mind that while open communication is key, having one person as a spokesperson for vendors is best. That way, no information gets lost in the crack between too many people.
Constant communication between the team and additional vendors keeps everyone on the same page and ready to handle any issue.