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May 28
2018
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How to Avoid Mistakes when Planning a Corporate Event

Corporate event planning is not easy. It requires an experienced event planner and support from all the involved parties. Before starting the event planning process, understand the theme and purpose of the event. Is it an outdoor or indoor event, team building, a conference or a celebration? Here are things to do to ensure everything runs smoothly.

 

Know your budget

 

Before anything else, get to know your budget. How much are you expected to work with? This will be a crucial determinant of the type of food to include in the event, activities and most importantly the venue. Although the number of people and event type will determine a budget, there are strict restrictions that you should work with. To come up with the budget, first get to understand the expectations and the funds available.

 

Look for the venue early

 

It is frustrating when you cannot find the right venue because you are trying to make late bookings. Start looking for the venue months before the event. This will ensure that you do not miss out on your preferred venue. Some of the most important things to consider when looking for a venue include the quality of services, size, accessibility, and amenities. For instance, if the event will take a few days, you may require accommodation and indoor entertainment facilities. Security and parking space is also another consideration to factor in.

 

Predict the Weather

 

The weather can give you unpleasant surprises, and it’s always important to be prepared. If it is the cold season, and you are planning an outdoor event, make sure there is the availability of a warm and comfortable building where the guests can relax when the weather outdoors becomes too cold. In hot weather, ensure you have enough ventilation and working air conditioners installed in the venue. Also, when planning for a daytime event, be prepared with a source of light in case the event takes longer than expected.

 

Liaise with the Right Vendors

 

Start booking vendors early enough. You would not want last minute setbacks when some vendors pull out or are unable to deliver a specific service. Make arrangements with them way ahead of the event and keep on checking with them to ensure they deliver as expected.

 

Inspect the Venue Before the Event

 

Every now and then, tour the venue to check its condition and to make any adjustments as required. When you drive to the site, you will also be able to understand the logistics better. Is it safe to drive to the venue, how far is it from the main road, is the road passable and are their special requirements you need to put in place? For instance, when the venue is too far, you may organize transport for the guests.

 

Starting the preparation early ensures you have ample time to make arrangements and even to make adjustments if called for. Always have a plan B. For instance, when a particular vendor disappoints, have someone you can call in an emergency to offer the needed services.

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