Planning, coordinating, and executing the perfect corporate event is a skill few event planners have. The key to running an event correctly is to keep the event flowing smoothly and to ensure that all the wires are not visible during the magic show, so to speak.
It is this skill that takes time to develop and perfect. All is not lost though, because if you spend enough time watching stellar corporate event planners in action, what emerges are five different pieces of insight that really underscore what makes them the best:
1. Never underestimate the importance of details: Many event planners lose ground in their organization because they are too concerned with thinking about the “big picture” instead of making sure the puzzle pieces are in place. It is important to outline the purpose of the event, as well as truly understand the client’s goals and objectives. Keep your calendar with you at all times for firm and soft dates. Keep a call log and document all communications. Try to stay one step ahead and expect the unexpected.
2. Always remember to stay calm: The event planner is being watched and wired to get things done. However, even with all your ducks in a row, you’ll run into the occasional snag, so it’s important to stay calm. Nothing will be accomplished by exploiting, and you risk losing the professional respect of those around you, especially those who work for you.
3. Always remember your client’s “experience”: Attendees pay attention to detail at events and doing something extraordinary won’t go unnoticed. For example, corporate events can take a decidedly unique approach to unifying the team by heading offsite to a live music venue for a day of team building, departmental camaraderie, and even a private show. The point is that clients continue to work with the best planners because the best planners know how to deliver the ‘wow’ factor in different ways.
4. Stay ahead and don’t follow the conventions: Any seasoned planner knows that you need to stay one step ahead at all times when coordinating a corporate event. Take your time and research all your options when an event is under his wing. Find out about the client and what he does. While taking note of the usual details, always leave a little room to be innovative. In line with creating an unforgettable experience for your customer, you’ll be surprised to learn that if your vision is strong and workable, many of the other details will fall into place.
5. Reflect and learn from your mistakes: Just like a teacher reviewing the effectiveness of their lesson plans or a sports team watching the tape after a game, you should take the time to reflect on any of your events. Use any feedback you receive, as well as your own notes, to improve your planning process for the next event.
Corporate events are not easy to pull off, but with the right mindset and a bit of common sense, an unforgettable experience is just around the corner.