Planning a corporate event? Here are 6 questions you need to ask yourself

How to avoid spooky surprises at your corporate event: tips for managing your budget, coordinating suppliers and preparing for the unexpected. 

When it comes to organising corporate events, we love surprises. But we’d rather save them for the guests, not the production team! So, whether you’re planning a corporate convention or an executive meeting, it’s always worth asking yourself these questions: 

1.Have you set aside part of your budget for unexpected expenses?

Extra technical support or an unforeseen logistics expense can make your budget disappear into a black hole before you know it. That’s why it’s important to set aside a contingency fund right from the start. It’s not about spending more, but about giving yourself enough flexibility to react without compromising the rest of the event. 

2.Have you allowed enough time for setup and breakdown?

When booking a venue, make sure you know exactly which access hours are included in the rental. You won’t always have the space available for the entire day. There may be specific time slots for setup, the event itself and breakdown. What’s more, extending these hours could come at an additional cost. So, plan your timings carefully and leave some breathing room for the unexpected. 

3. Are the sound, screens and visuals working properly before guests arrive?  

Screens suddenly going black and microphones deciding to make strange noises at the worst possible moment. What a nightmare! 

To avoid these nasty surprises, check that all multimedia content plays correctly on the screens and make sure the speakers are positioned to provide consistent sound coverage throughout the venue. A well planned sound setup is essential to prevent areas where audio quality drops. 

4. Do you have a Plan B?

Picture this: your corporate convention is just a few hours away when the keynote speaker calls to say they can’t make it. Their presentation is one of the most anticipated moments of the programme, and now everything needs to be rearranged. 

To avoid this kind of last minute panic, it’s worth having a Plan B ready. This could mean having another speaker prepared to step in, arranging for the original speaker to join remotely or planning an alternative activity that allows you to adjust the schedule without leaving your audience waiting. 

5.Are all emergency exits clear and accessible?

Organising an event comes with plenty of logistical challenges, but safety always comes first. Visit the venue and inspect its emergency exits, request all the required safety documentation and make sure there’s a clear safety protocol in place involving every supplier. 

With so many people working together at an event, everyone needs to be aware of potential risks and understand their responsibilities. 

6.Have you optimised transport for your guests?

We’re not filming an action movie, but transport can certainly bring its fair share of drama to event planning! 

To make things easier, consider working with a specialist transport company. It’s also important to assess access routes to the venue, parking availability and travel times to ensure everything runs as smoothly as possible. 

Organising events is already a complex job. There are countless variables to manage, all while creating unforgettable experiences for your guests. 

Let’s leave the scares to horror movies. Your event is in safe hands. 

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