Organising corporate events can be a daunting task, especially if you don’t have experience. Whether it’s a seminar, team-building, charity or fundraiser event, or awards night, you’ll still undergo all the steps in making the event possible. Usually, the event planning process may take months, so if you prefer, hiring corporate event planners can be a great move. Besides, you need to prepare the objectives, theme, venue, transportation, marketing, online registration, food, decorations, programme, and logistics.
But after long months of preparations, the event day is here, and to achieve the success of the event, there are things you need to prepare. In this article, we’ll list the main things you shouldn’t forget for the corporate event day.
1. Finalise the Event Schedule
The first thing you need to confirm is the event schedule. It’s not just the start and finish, but every part of the programme. For instance, since most corporate events have a stage, you can start confirming the vendors who handle the lights and sounds, the speakers, performers, and the arrival of guests. Of course, your hired staff should also be there for the setup.
When finalising the timeline, it’s best if there is an exact schedule for each segment. For instance, if there are performances, every performer should be informed of the preparation and performance time.
2. Prepare an Event-Day Kit
Isn’t it great if you have everything you need in one pack? Days before the event, start packing a survival kit for all the staff. It should include pens, notepads, tape, scissors, glue, and other specific things they need. In addition, have a list of things that each section needs, so that they won’t forget about it.
Aside from the individual kits, don’t forget to pack an emergency kit, extra cords, chargers, power banks, snacks, and water.
3. Confirm the Schedule of All Vendors and Deliveries
Aside from the lights and sounds vendors, you should also confirm the time of set-up for the other vendors, such as the decorators, caterers, and transportation. When it comes to the food, ensure to ask the guests about their dietary restrictions.
Once each vendor arrives, give them enough time to set up. After that, double-check the setup before you get started. For instance, if it’s catering, have a look at the list of food on the menu (just to check if everything’s there) before allowing them to serve.
4. Walk Through the Venue
A day before the event, visit the event venue to ensure everything’s fine. Check for the amenities, such as the restrooms, air conditioner, parking area, and the areas you’ll set up. If you need to set things up the day before, do as planned. At the same time, don’t forget to check for security purposes. Some of these include entrances and exits, fire extinguishers, and emergency exits.
As you walk through the venue, if some parts aren’t set up yet, you can add markers to the floor so that the staff can easily set things up on the event day.
5. Prepare Your Team
Aside from providing kits for your team, you should also meet them for the last time and remind them about their tasks. It doesn’t have to be so detailed since they may be reporting to their supervisor. You can just have a longer meeting with the supervisors and confirm every detail of the event and tasks.
Meanwhile, if there are last-minute changes or requests, inform the team as early as possible, so that the necessary changes can be made without anyone panicking.
6. Have a Printed Copy of the Lists
Aside from the checklist, everything should be printed out for backup, especially the guest list. Even if you decide to use tablets and laptops for checking the seats, registration, and scripts, having a printed copy can still save your day in case technology fails you.
7. Expect the Unexpected
Having a Plan B is one of the things corporate event planners anticipate. Since they have enough experience in the field, they usually have more than one backup plan. So, whether you hire a corporate event planner or decide to do this on your own, don’t forget to have a backup plan or two.
For instance, if the event is outdoors, and it suddenly rains, do you have an alternative venue where the event can still take place?
8. Take Care of Yourself
Lastly, don’t forget to take care of yourself. Have enough sleep, eat healthy food, and dress comfortably and appropriately. Besides, if you don’t feel well on the event day, all your hard work may be put to waste if you can’t organise everything as planned.
Final Thoughts
Preparing for the actual event day can be more overwhelming than the rest of the event planning process since it’s the time when all your plans will come to life. However, the final result is whether the guests had a great experience.
ABOUT THE AUTHORAliana Baraquio is a content writer for Pink Caviar Events Sydney, a full-service event management and decorative hire company located in Sydney. When she's not typing out blog posts, you can find her watching anime series or baking cupcakes.
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