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Tips for Planning Large Events

The truth is that a lot can be on the line when it comes to producing and hosting a corporate event. Do a bad job and your name is mud. Do an adequate job and your star is shining. However; do a stellar job of planning and hosing an event of this type and your position where you work may be set in stone and from then on you're the “go to person” for any future social and promotional events.

Author: Chris tyreel
Date: Jan 22, 2010 - 5:28:25 AM

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The truth is that a lot can be on the line when it comes to producing and hosting a corporate event. Do a bad job and your name is mud. Do an adequate job and your star is shining. However; do a stellar job of planning and hosing an event of this type and your position where you work may be set in stone and from then on you're the “go to person” for any future social and promotional events.

 

The very first thing that you need to determine, once you're assigned the task of putting the event together, is your budget and the number of people that you'll be accommodating. More often than not, both of these figures, rather than being exact will have a high and a low end with a gray area that you'll be operating in. Do your best to get your numbers as tight as possible.

 

You're best served to plan as far ahead as possible. This is very important, particularly when it comes to reserving an “optimal” venue. Once your name comes up as possibly being the person to organize an Event, you need to hammer out an agreement as quickly as possible. Delays or indecisiveness can leave you with problems that you didn't bargain for.

 

After all is said and done, make sure that you have some extra cash on hand in the event of an emergency. If you have watched any court TV shows than you know that entertainment or caterers can flake on you without any notice and leave you scrambling for a replacement on game day.

 

Make sure that you make and keep extra copies of everything. Invitations, contracts, lists, anything. If they're in your computer then copy them on paper and keep they tucked away, just in case. It's so easy to do and if for some reason anything is lost, you can quickly retrieve one of your copies. Also make a point of sending your invitations out early with a request to RSVP. Call your RSVP holdouts to see if they are coming.

 

Use some good common sense when doing your seating arrangements. For instance do your best to avoid placing any seating near restroom entrances. Also if you're going to be serving alcoholic beverages, set an area off to the side for that. Also don't cram any seating close up to your food service area either. Give people plenty of room to move around, mingle and enjoy themselves.

 

When it comes to music selection, you have to keep an open mind these days. Also always remember that it's not about the type of music you listen to. Rather it’s the type that the majority of your guests will enjoy. Take the time to see what’s out there and seek the counsel of professionals who plan these types of events. Maybe if you're in luck, there's a good Sinatra or Elvis impersonator available who's in your price range.

 

Also when it comes to musical acts, if you have the money don't be afraid to contact some bigger names that have faded from the picture. This particularly holds true if you live in a larger metropolitan area. You may be shocked to find that some “big star” that was on top of the charts a decade or so back, blew all his or her riches and is now doing corporate gigs for $1500 or so. It happens all the time.

 

Music Selection

If it is a birthday party or a marriage function, you can play the music loud. But if it is a business event, it is better to keep the music melodious and play something that everyone can enjoy.

Snacks and Food

Check how long the event is going to continue. If it is an event of not more than couple of hours, snacks and beverages would do. But, in case the event is too long, proper meal is very important.

Apart from all the above factors, also make sure to take care of things like parking, transportation etc.

Chris Tyrrell writes for The Phoenix Partners, who offer Event Design and professional event management. Visit the website for more details.

View all articles by Chris tyreel

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