No matter how engaging and creative your special event ideas are, it takes skill and knowledge to actually execute the event in a way that does justice to the ideas. Organization and some careful shopping around can ensure that you execute the event properly, while choosing the best of everything. Below, we’ll explore how to put on an amazing special event for your company.
When you’re planning a special event, there are constant deadlines during the planning, pre-production, and on-site production stages. By setting a clear schedule for each of these phases, you will be able to ensure that you get everything done on time, with nothing falling through the cracks. As you plan each stage, be sure to provide detailed instructions, clear deadlines (down to the minute on game day), and delegate tasks to different members of the team. Planning a special event for your business is not easy, but is well worth the effort.
You will likely be hiring a number of outside people and organizations for all the things you need for your event. Flowers, food, decorations, and more must all be selected in advance. If even one element is off, it may stick out as the defining feature of the event. As you shop between vendors, be firm about wanting to have proof of their past work, whether it’s by pictures of past work or samples provided specifically for you. Word of mouth is also a great tool to draw on. Meet with each vendor beforehand and ask questions, such as whether they have experience with events like yours. You’ll need to choose a:
- Decorating company
- Live entertainment
You don’t want to be caught scrambling to find these important factors close to the date of the event, so it’s a good idea to start shopping around as soon as you identify your needs. We recommend starting even sooner than you think you need to start.
When you choose vendors, be sure to see if there is any “fine print” such as hidden charges or late fees. Even if you would choose the vendor either way, you should be fully aware of the terms of the contract.
Setting the Tone
The tone of the event will have a huge impact on how much attendees enjoy it. Once you’ve got the details in place, the tone is the biggest factor in how to put on an amazing special event for your company. Start with a clear, concise message you’re trying to get across, and make sure that all team members and vendors understand that message. Use factors like lighting, music choice, and the physical set-up of the venue to set the right tone for the event.
Event planning for companies has its challenges, but hopefully these guidelines will get you pretty far down the road.
For a complimentary 30-minute consultation on how to build your brand and inspire an audience through events and communications, please contact Brian Duffy by calling 630.427.4235 or by emailing firstname.lastname@example.org.