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No one ever said that hosting a corporate event would be easy. In fact, it can be quite challenging to keep things running smoothly.
From catering mishaps to guest no-shows, there are plenty of things that can go wrong. But don't worry - we're here to help!
In this blog post, we will share 10 tips for avoiding problems at business events. By following these tips, you can ensure that your event goes off without a hitch!
Tip #1: Have a Plan B (and C)
You can't predict the future, but you can be prepared for anything that comes your way. Before your event, take some time to brainstorm potential problems that could occur. Then, come up with a few backup plans in case those problems do arise. By having a plan B (and even C), you'll be able to quickly and easily solve any issues that come up. And as an added bonus, your guests will appreciate your ability to roll with the punches!
Tip #2: Don't Overbook Your Venue
When it comes to corporate events, space is often limited but you could be at risk of booking a large venue for too few guests or an intimate space for too many people. It's important to find a happy medium - you don't want your guests to feel cramped, but you also don't want the venue to feel empty. Once you've found the perfect venue, be sure to book it well in advance. This will give you peace of mind and ensure that you have a backup plan if something falls through.
Tip #: 3: Ensure You Have an Event Day Running Order
To ensure the event day flows without a hitch and to make sure you stick to the timings put an event day running order into place. This will help you keep track of everything that needs to happen and when. Share the running order with all event staff so everyone is on the same page and knows what needs to be done and when.
Tip #: 4: Send The Invites Out As Soon As Possible
Don't forget to send out invitations in a timely manner! You don't want your guests to forget about your event or show and it will help them put the event date in their diary to avoid any clashes with other events.
Tip # 5: Communicate With Your Suppliers
Create an event document with a timeline and share this with your suppliers so they know contact names and numbers for the day, the exact location, directions of how to get there, the timings, how they can access utilities on site, the running order of the day and any other relevant information that will be necessary for them to carry out their service. Sharing as much information as possible will minimise the possibility of one of your partners ending up in the wrong place or turning up at the wrong which would have disastrous consequences for the event.
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Tip # 6: Ensure Your Attendees Understand What The Event Rules Are
All Attendees at your business event should be aware of the start and end times, whether there is compulsory attendance at some aspects such as small group sessions, they should be aware if they are allowed to go off site at lunchtime or if they are required to stay on site for the duration. By making these rules clear from the outset it will prevent unfavourable surprises cropping up for your guests.
Tip # 7: Keep Break And Meal Times Within Strict Timings
Be careful to plan in an adequate amount of breaks throughout the event to keep your guests happy and motivated, ensuring there are timings around breaks and mealtimes will keep things to schedule and stop delays in the event day timings.
Tip # 8: Identify Any Specific Guest Requirements
Here you should be able to effectively identify any guest attendees requirements, if you have any disabled attendees you should have adequate access for their needs to attend all facilities on site and if you have any guests with dietary requirements these should be built into the event menus.
Tip # 9: Carry Out Risk Assessments
It's important to do a risk assessment on every aspect at the event covering things like the event site and activities to be carried out, this will help you to identify any potential risks which could occur so that you can put into place necessary health and safety measures to mitigate them. This is especially important if your corporate event involves guests attending from overseas. If this is a large scale event you could employ the services of a Risk Analyst or a Health and Safety Officer to ensure you are correctly carrying out your obligations as the Corporate Event Organiser.
Tip # 10: Stage A Rehearsal Of Your Event To Identify Potential Issues
If you able to stage a run through demonstration of your event with your project team this may be useful in identifying challenges that you could be faced with during the event, in doing so you could have problem solving exercises to overcome these issues.
By following these tips, you can avoid problems at your next corporate event. By being prepared and proactive, you can make sure that your event is a success!
