Event Planners Are A Vital Tool for Corporate Events

As an event planner, I am approached to plan and/or manage many different events at any stage of the planning. For me, I love executing the details to see all the individual components come together. Of course, being involved in the entire planning process saves my clients time, stress and many times money as I guide them in selecting the best vendors or most cost effective choices.

For corporate events, often times, the business owner doesn’t quite know whether they need to hire a planner or not. But like most executives, CEOs or business owners, it’s important to hire someone who specializes in such a field to ensure success. It’s important and vital to the success of their event and objective for the event to hire someone who knows and specializes in events. Just the same with weddings, Brides need someone who can be there on event day to execute and oversee the details.

The selection of an event coordinator is a smart move. Even through you remain involved in the event planning process loop, you will be free to tend to business as usual.

To be successful, you should assign one individual responsibility for directing the coordination of your events. While the client can be free to focus on establishing value-added content, an event planner (the meeting logistics expert) will focus on the details! In many instances, I act in a synergistic-team manner with the client dividing the work among the client’s staff/volunteers, assigning tasks with target due-dates; however, and as the event planner, I am the one in charge, running the show and keeping an eye on the entire operation.

As the event planner, my attention to the details will be a direct link to the success of the event. When planning an event, I suggest the following strategic steps:

1. Determine the best date and time to meet (verify potential dates, times, and schedules; and then communicate with vendors, presenters, attendees and special guests)

2. Select and schedule the best location to meet (consider your budget plus options for on-site, off-site, conference center, private dining room, etc.)

3. Contact and confirm all contracts (including venue, speakers, presenters, entertainment, sponsors, etc.; and communicate frequently with all regarding their role in the upcoming event)

Plan and map out the program schedule (including general sessions, meeting rooms, break times, break-out sessions, refreshments, meals, the press room, and other special needs)

Coordinate and oversee the selection of a theme, the design, production and distribution printed items (i.e., invitations, agendas, brochures, special materials, and related mailings)

6. Arrange to have essential meeting supplies available on site (i.e., handouts, evaluation forms, flip charts, markers, sticky notes, etc.) 7. Identify each presenter’s equipment needs and establish: Who? Needs What? Where? Then, verify technical infrastructure, accommodations, and arrange for on-site support

8. Verify room lay-out requirements; arrange for support to complete set-up & tear-down

9. Anticipate needs! Arrange for adequate host support available throughout the event.

10. Communicate! Communicate! Communicate! (with vendors, presenters, attendees and guests).

Samantha Darr

Lead Event Director


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