The details can be overwhelming in staging a major business event. You might want to hire a firm to help you. If not, you can do it yourself.
Either way, communication and planning are vital for your success.
Not necessarily in chronological order as details can be handled simultaneously, here are at least 11 elements to consider:
1. Decide on a casual or more formal event.
There a few factors to consider. Do you want your guests to move around and mingle? Will they be standing? How about a seating chart? Who will coordinate it?
To avoid any hassles or uncomfortable situations with personalities, know your guests and where to seat them.
2. Consider a theme.
Determine whether you want a theme for your event.
3. Conduct reference checks.
Before hiring any event staff or vendors, check their references.
4. Plan your venue.
You should reserve your venue as soon as possible. Sign the contract and give your deposit. A year in advance isn’t too early.
It should be a convenient location. That means easy access and parking and expandable. You need to allow for possible changes in the RSVP list.
5. Forecast and finalize your budget.
Forecast expenses for your miscellaneous needs and vendors. Allow for surprises. Something unanticipated always seems to occur.
6. For peace of mind, make duplicate copies.
Your list of duplicates should include any contracts, vendor information, seating charts and any other vital matters.
7. Process your invitation list effectively.
Invite your guests as soon as feasible. Avoid scheduling the week before and after a major holiday. Remember to send “save the date” e-mails and to consider making RSVP calls.
8. Assess your equipment needs.
Find out what is available at the venue in the way of lighting, microphones, podiums, projectors, speakers, video, recording or streaming. If not, plan what to bring and how to get it there.
9. Anticipate staffing needs.
Decide if you want bartenders, servers, door staff or a production crew.
10. Strategize on any needs for special accommodations.
If you’re planning a mega event, you’ll want a nearby hotel with preferred rates for your guests. If you’re hiring talent – entertainers or speakers – determine what their special requirements are.
11. Continue to focus on teamwork and communication.
Regularly hold discussions. Make sure everyone is on the same page. Adhering to your expectations of details is crucial. Immediately address any areas of concerns.
From the Coach’s Corner, more tips to consider:
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“Being the richest man in the cemetery doesn’t matter to me. Going to bed at night saying we’ve done something wonderful, that’s what matters to me.”