The blog series so far has covered some of the biggest tasks in Corporate event planning. Read our older blog posts on:
- Creating the perfect event plan.
- Structuring the event budget and forming strategic partnerships.
- Picking the perfect venue and initiating marketing.
- Organizing logistics.
It’s the final leg before your event takes flight. Logistics are in the bag and vendors are on board. It is time to start turning everything you have visualized into reality. This phase demands a lot of energy and immaculate coordination. There’s a lot of running around to do and time is of the essence. Here are a few things that need to be done when you are two weeks out from your event.
Volunteers are more than just manpower. They represent your brand at the event. So, hiring volunteers that fit the bill is only half the task. They need to be trained and groomed to perform their roles efficiently. Delegate their work and make sure there are enough volunteers to man individual stations. Train them on how to interact with the different points of contact. Tell them who to coordinate with and create a clear chain of command for them to follow. Run them through standard protocol and emergency procedure. They need to be equipped to handle any kind of situation. Finally, make sure they have their own space. Give them a place where they can grab a bite to eat, or take breaks.
Vendors may turn out to be no-shows. For this reason, it is advisable to confirm arrival times well in advance. Ask them if they have any last minute queries or concerns and address them immediately. Getting these resolved will ensure that there are no D-day scares.
Give your pre-event payments some due attention. Make sure all of them are made on time. Revisit your budget to see if you are in good shape before the event. Reevaluate your strategy about being aggressive or cautious with expenses during the event.
Setting up your venue
Start assembling boxes you need to carry to the event venue. Gather things like stationery, badges, equipment, and business cards that need to be moved to the venue. Label them as necessary and make sure they are stacked in a secure location.
Now that everything is rapidly taking shape, start setting up the venue. Pay attention to everything – stage, lights, acoustics, ambience and back areas. You will realize that there is a big difference in planning and execution. There are going to be things that can go wrong. Try and stick to your vision of the event but don’t be afraid to improvise.
Map out the area. Designate areas that are for vendors, organizers, and attendees. Restrict access to those areas that require an extra layer of security like the AV control room and vendor pick up areas. Set up a system of communication. Walkie talkies work great if your AV team does not have an alternative set up already.
Squeeze in a trial run
The event venue should ideally be set up with 3 days to spare. This will give you time to squeeze in a trial run and test everything. Often, the trial run serves as a reassurance that everything is on track. They are also great opportunities to identify problems early and rectify them. Do a light and sound check on the evening before the event. They tend to malfunction the most.
Now that you have done everything in your power to plan and execute every detail of your event, sit back and let things unfold. You will probably be excited to get things started. But do not forget to get plenty of rest and hydration. Do not stress yourself about what you have missed out. There will always be time to cover for it in the morning. In our next blog post, we run you through a few tips on how to handle the big day.