A Corporate Event Planning Team: Who is on It and What to Look For

Arranging a corporate event is a tremendously complex affair that requires a team of professionals to pull off successfully. When you are working in a competitive market like Dallas or Houston, the team you select for event design and event management plays a major role in its success. This team will help you design the ...

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When Should I Start Planning Corporate Event? – How An Event Planner Can Help

Timing is crucial for your event. Starting early allows you more freedom in your options for your upcoming corporate event. This is especially true to get the venue, caterer and other vendors you most want. By enlisting a corporate event planning company, they can help you determine what can be accomplished within the given timeframe. ...

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5 Tips for Planning a Major Event

Sometimes a client is ready for something big, exciting, and new. Maybe they’ve just announced a new product or are celebrating the end of a particularly successful year. Whatever the reason, it can be difficult to throw the perfect, bigger-than-life event. Here are a few tips to help you plan a perfect over-the-top event.

Start Sooner Rather Than Later

Three to four months out is when you and your team want to establish your relationship with

the clients’ designated event planner. This should give you plenty of time to then establish your clients’ vision for themes, goals, numbers, and budget. From there, you can present options based on your own knowledge and partnerships for the client to select from. Once a final selection is made, you can move forward.

Fit the Event to the Audience

You always want to cater the event itself to the audience who will be participating. For a small group, a small venue and more intimate entertainment will do. But for a big blowout of an event, you’ll need to cater to your numbers and find entertainment to match your clients’ tastes.

On top of that, cater the client involvement in the planning process to their interest. Some event planners may prefer to let you handle the matter with only a few check-ins to keep track of progress. Some may want to be involved in decision making because they know their team and company best. Find your partners’ method and take care to work with it, providing comprehensive summaries for those who check in and looping in the ones who want to stay up to date.

Only One Point of Contact on Either Side

The easiest way to keep track of information is to limit communications between your team and theirs to only one point of contact from each team. The event planning team for the client should choose one main communicator for you to approach. Your team should choose one person for the client to approach. That way all information only travels between those two people (and then of course could spread from there) and is easy to find later.

Form Trust with your Partner

You always want to be sure to form a bond of trust between you and your client. Provided you have been listening to them on the points of their goals and made it easy for them to contact your team, you’re off to a good start. Showing that you are willing to hear them out and listen to their ideas is the best starting point. Work with them on their ideas and explain your own, taking the pressure of the work of their shoulders.

Dream Big

Finally, remember to think creatively. Now that you’ve been working with your client and know their priorities, adapt the event to suit them. If it’s a party, adjust to their themes and interests. If it’s an outreach opportunity, consider new conventions or out-of-the-box presentation methods. There’s always a new way to do it. You just have to find it.