So, you’ve landed a new client – a corporate event! Excitement bubbles, but then reality sets in: the planning process. No worries, fellow small event planners! This blog post is your roadmap to creating a rock-solid to-do list that keeps you organised and your client impressed.
Phase 1: Laying the Foundation
- Client Kickoff Meeting: Gather all the details – event goals, target audience, budget, desired theme, and timeline.Take thorough notes and ask clarifying questions to ensure a clear understanding.
- Contract & Proposal: Formalise the agreement with a detailed contract outlining services, deliverables, and costs.Present a proposal with creative concepts, timelines, and a breakdown of estimated expenses.
- Venue Selection: Research and shortlist venues that align with the event’s size, location, and budget. Consider accessibility, amenities, catering options, and audio-visual capabilities. Conduct site visits and negotiate contracts with your chosen venue.
Phase 2: Building the Event
- Vendor Selection & Management: Research and secure reliable vendors for catering, décor, entertainment, rentals (chairs, tables, etc.), and audio-visual equipment. Negotiate contracts and manage communication between all parties.
- Logistics & Permits: Research and acquire any necessary permits for the event (e.g., noise permits, street closures). Organise logistics like transportation, security, and waste management.
- Marketing & Promotion: Develop a marketing plan to generate excitement for the event. This could include creating digital invitations, social media promotion, or collaborating with the client’s marketing team.
Phase 3: Ensuring Smooth Execution
- Detailed Schedule & Run-of-Show: Create a comprehensive timeline outlining every aspect of the event, from vendor setup to speaker transitions. This “run-of-show” ensures a smooth flow and keeps everyone on track.
- Communication is Key: Maintain open and consistent communication with all parties involved – client, vendors,venue, and any internal team members.
- Contingency Planning: Be prepared for the unexpected! Develop backup plans for potential issues like bad weather, power outages, or speaker cancellations.
Phase 4: Wrap-Up & Follow-Up
- On-Site Management: Lead your team on event day, ensuring everything runs smoothly according to the schedule.Be prepared to handle any last-minute hiccups and maintain client satisfaction.
- Post-Event Debrief: Gather feedback from the client, attendees, and your team. Analyse the feedback to identify areas for improvement and celebrate your successes!
- Thank You Notes & Post-Event Report: Send thank-you notes to all involved – client, vendors, and attendees.Prepare a post-event report summarising the event’s success, budget utilisation, and key takeaways.
Remember: This is a general framework. Adapt it to the specific needs of each event. Utilise project management tools,online collaboration platforms, and communication apps to keep yourself organised and your team connected.
By following these steps and creating a comprehensive to-do list, you’ll be well on your way to planning successful corporate events that leave a lasting impression on your clients and solidify your reputation as a small business event planning powerhouse!
