So, you are the one in charge of planning a business event for your company. Overwhelmed by the details of venue, catering, housing and transportation? And you are stressed out with where to begin? Do not know where to begin?
This article will help you think about planning an event that is outside the scope of a simple business lunch or afternoon office gathering. Planning events that include coordination of outside vendors, including food, location, entertainment and transportation require careful planning and ongoing management from the event’s conception to paying of the last invoice. The task can be complex and time consuming for everyone involved if proper planning is not initiated.
First thing you have to determine is what budget has been allocated for the event? Next determine the scope to be included in the meeting. Third is to determine what personnel will be assigned to facilitate its success. As everyone already knows, there is a big difference between planning an office gathering and planning a large conference with participants coming from all over the world. Do not get yourself trapped in a situation where you cannot create a successful event.
Each business event is unique, but, there are many tasks that an experienced event planner already has on their check list of things to do. We all know that the bigger the event is, the more complex the meeting, and the components there are that need to be finalized. In addition, some of these tasks will be inter-dependent upon others. For example, negotiating hotel room rates depends on the selection of venue. You certainly would not book rooms in Chicago for a great rate if the event later gets booked in St. Louis. You should always strive to book hotel rooms close to your meeting’s location so venue selection is becomes critical to other decisions that need to be made.
You should immediately develop a team and assign the planning tasks to team members, making them responsible for event planning, management and execution of the project? In order to make an event successful, assigned personnel with proper project management and a carefully developed timeline is a must. One issue to consider, the event team members must be allowed time to accomplish their usual company tasks so personnel scheduling may also become an issue.
Use of a professional event planning company can be an incredible help to consider. Such an organization can provide years of expertise and leadership on producing a successful event. In addition, they have expert event planners that bring specific ideas, “how to do it” lists, project management skills and even the tools and controls to make certain that things take place correctly. Often their outside knowledge can save the company money through the use of venue connections, and skill at negotiating room rates, transportation and catering. Their experience frees you from the drudgery of organizing the event and report directly to you. After all, they are the ones putting their reputation on the line which is completely dependent on the success of your event for their reviews, future promotions and business.
The responsibility of event planning or your company’s functions can be as simple as ordering lunch or as complex as creating a convention with an international guest list. Each event depends on having the right resources dedicated to it, as well as, the proper management and supervision of the project to ensure everything goes as planned. As the scope of the event becomes more involved, the event components may change from your company’s internal resources to hiring an outside, expert conference and meeting management firm. Consider the complexity of your upcoming event and plan accordingly.