Corporate event planning, especially a conference, is a complex gig, and as the saying goes, “the devil’s in the details.” These tiny event planning details can make all the difference when it comes to curating a seamless event or one riddled with chaos. There are the big details that every event has that you’ll have to tackle, such as choosing a venue, establishing a budget, exploring catering options, promoting your event, and more.
We dive into the smaller details that you might not have thought of and point out just why they’re important to consider as well. Each event element plays a critical role in the success of the event, and by anticipating potential issues before they come up, you can ensure your event lives up to your standards and your company’s expectations.
1. Plan For the Unexpected
No matter how meticulously organized your event planning process has been, unforeseen challenges can (and most likely will) arise. These can include event glitches that are completely out of your control. Whether it’s last minute cancellations, technical malfunctions, venue problems, or even attendee emergencies, plan ahead. Always have a Plan B (or C and D) for a smooth recovery just in case mishaps happen. This could mean identifying potential risks and developing solutions for them while staying flexible in the event planning process.
2. Check and Double Check Dates and Messaging
This is one of those tasks that seems so obvious, but little mistakes and oversights can happen. Make sure to verify all dates and addresses on marketing material, invites, and contracts with vendors. Attendees and collaborators alike need to show up at the right time and the right place. Additionally, don’t forget to spell check all branding materials and invitations. Confirm and edit all your content well ahead of time and get a fresh set of eyes to proofread any possible typos.
3. Get to Know the Venue in Person
Before you officially chose the perfect NYC venue, take time to get to know the place. Conduct a visit in person and do a walkthrough to get a feel for the space. Check access points and examine the room layouts. Test the AV systems, wifi capabilities, and access to outlets, and assess the lighting situation. Be clear on the venue’s policies and rules, including noise limits, security requirements, and setup and teardown times. Figure out venue logistics like parking and accessibility. Build a working relationship with the venue staff and discuss what they will contribute to day-of support.
4. Corporate Event Planning for Badges and Registration
Name badges are one of those details that don’t seem like a big deal but can be a headache if not properly executed. Name badges are important for conferences as they encourage networking among attendees. Make sure the names are large enough to see across the room and have any additional information, such as titles, company names, or locations. Have a plan for distributing the name badges and lay them in alphabetic order so they’re easy to find. Remember, this is one of the first impressions the guests will have of how the event is planned, and you’ll want it to run efficiently. Additionally, always have some blank name badges (and a Sharpie!) in case guests show up you weren’t expecting.
5. Manage the Corporate Event Production Schedule Details
There’s the conference schedule that the attendees will follow, and then there’s the production schedule that you and your team will need for a seamless and successful event. Make sure your production schedule and timeline are clear and detailed so everyone helping will know exactly what to do at any given time. Delegate tasks and trust that you’ve chosen a competent team that shares your corporate event vision.
6. Incorporate Clear Signage
Two types of signage will generally be included at any type of corporate event, and both will be beneficial for your conference attendees. The first is location signage to help people get to where they need to be. You might assume everyone will know where they’re going, or it seems obvious, but a lot of times, it’s not. Giving everyone clear directions on where the different events are taking place leaves a great first impression, and your guests will be thankful there’s no guesswork. The second is branding and information signage to help everyone know what is happening and who is contributing to the event. This could include scheduling information, sponsor acknowledgment, and company branding signage.
7. Keep Extra Supplies on Hand
Conference-type events usually involve a lot of information being passed on to the attendees. Make sure to have extra supplies on hand, just in case! Things like paper, pens, markers, paper, chargers, adapters, and scissors. You never know what might come up, and sometimes, people will come unprepared or forget items they planned on bringing. You’ll save the day by having these items with you to help out as needed. Additionally, it’s always a good idea to keep a first aid kit on hand in case of any medical emergencies.
Start Corporate Event Planning with EMRG Media
It’s important when planning any corporate event to carefully consider every single detail, the big ones, and the small ones. Overlooking some of those smaller details can sometimes derail the entire event planning process. While seemingly small, these details can impact the overall flow of the event and the attendee experience. By anticipating potential problems, coming up with solutions, and staying organized, you can face any issue that may arise. A successful conference will reflect professionalism, attention to detail, and a commitment to creating a valuable experience for everyone in attendance. Whether you’re planning your first corporate event or you’re the company’s seasoned pro, consulting with event professionals, such as those at EMRG Media, you’re adding a level of expertise to the entire event planning process. We specialize in these types of events, and we’re ready to help you with your event production checklist. Contact us today, and let’s get started!
