With so many things to keep in mind simultaneously, planning a corporate event can seem like a daunting task. To help with this, we’ve put together a list of four time-saving tips that every meeting planner should know.
Let’s dive right in!
1. Start Early
Starting the planning process early can save you a lot of time and money in the long run. For example, if you wait until the last minute to book a venue, you may realize that the best venues have been booked well in advance.
This can be frustrating and costly for your company.
By starting early, you will have not only your pick of the best venues and the best catering services but also the best entertainers. There’s nothing worse than finding the perfect act for your event only to find out that the entertainer is no longer available for your dates.
How far in advance should you plan your event?
This depends on the specifics of your event and can vary from a few weeks to years. If you’re planning a small event, you can probably organize it in a couple of months. For any significant function, like a company holiday party or a conference, a good role of thumb is six to ten months.
2. Make a List of Priorities
Having a list of priorities will make it a lot easier for you to stay organized throughout the corporate event planning process and focus on the big wins (the things that matter most when it comes to your event’s success).
To build your list, you need to be able to answer the questions of what is most important and what can wait.
A great way to answer those questions is to start with the end in mind.
Before you start thinking about the logistics of your event, think about what you want to achieve and what your goals are. This will help you prioritize where to place your time and efforts.
For example, say you are planning an annual conference that aims to educate and inspire.
In this case, you should make sure to secure the best keynote speakers first, as the success of your conference is very much influenced by the quality of the presentations. An expert speaker will provide guests with extensive information and proven insights on your topic to educate and empower them, thus helping you reach your event’s goals.
3. Leverage Automation
Nowadays, automation is the key to saving time in so many different areas of our lives, and it can also help you with corporate event planning.
- Eventbrite offers features for event planners, including automating tasks like sending out email reminders, collecting RSVPs, and much more.
- An app like Boomerang will remind you to follow up on emails you don’t hear back on.
There are many useful tools and apps that you can use to create an event timeline and automate tedious tasks.
The key is to find the right tools that work for you and the type of event you’re planning. Experiment with different software and workflows to save time in the long run.
4. Learn to Delegate
Corporate event planning is a very complex endeavor, and you don’t have to do it all on your own. Start delegating responsibilities to your team early on in the planning process and give clear deadlines for each assigned task.
Suppose you don’t have many people on your team. In that case, you can hire freelancers to help with certain aspects of your event (from website development to creating marketing materials to promote your event).
Establish the areas where you need extra help, then go to sites like UpWork and Freelancer to find skilled individuals you can bring on board.
Working with a specialized entertainment agency can also help you save much time finding the perfect act for your event. They already have an extensive network of talent they work with regularly.
This means they can usually find and secure an entertainer much quicker than you would be able to do on your own.
Want to Learn More about Corporate Event Planning?
Be sure to check out some of the other articles featured on our blog for more tips and insights on effectively planning a successful event.