When live event production companies plan corporate events, their main aim is to ensure that everything runs smoothly.
Everything must be perfect before during and after the event. You have many things to think about. And all these things need to fall into place so that you have the best corporate event. Failure to do so might cost them any future contracts with their clients. After all, the clients are paying you for your services and having a perfect corporate event. It is upon you to reciprocate by fulfilling your end of the deal.
Amidst all the event planning processes, it is easy for the corporate planners and the live event production companies to make a few mistakes here and there. Most of the corporate event planning involve a lot of to-do lists which are usually endless and seem almost unachievable with the timeframes. It is easy to miss or forget checking into something which may end up causing the entire corporate event to be a disaster. This article touches on a few critical mistakes that many live event production companies are known to make when planning corporate events.
- Choosing a bad date
When planning a corporate event, timing is everything. You want to rule out any dates that clash with other major corporate events, dates near or on major holidays, and dates when most people are attending their vacations. Remember, the primary objective of holding the corporate event is to ensure that the event has the maximum possible turnout and attendees. So, not being sensitive with the timing of your events can affect your attendance. This has happened before and will keep happening as long as you keep organizing the events on bad dates.
- Not hiring entertainment
So, you planned a corporate event, and a good number of people have attended. Your next task should now be how you plan to entertain the attendees. An event that does not have an opening session or end is like taking plain pizza without any toppings. Live event production companies need to work out how they will pump up the event attendees and make them more receptive to the message passed at the event. Have an entertaining opening session that also introduces your audience to the primary purpose of the event. You also need to plan how to end the event with a bang. Make it an enjoyable and memorable experience for your audiences and attendees. Most event attendees will forget about the message you planned to pass almost as fast as the next day if all you did was a bore and bore them some more. This is the reason you must hire professional event staff as they will take care of everything related to your event.
- Not delegating work
Few of the live event production companies may have not yet gotten the benefits that come with work delegation. As mentioned earlier, the to-do list of everything that needs to happen before during and after the event is just crazy. You would be hard-pressed and utterly crazy to think you can do all that work yourself. Plus, chances are also high that you will forget to address many issues and make dozens of other mistakes before during and after the event. Instead, you don’t you delegate some of the work to some of your qualified and trained staff and relieve yourself of some of the pressure. You will be doing yourself a favor as the event planning process will move a lot faster and smoother. Also, you will also be able to address most, if not all the issues and mistakes that might deter you from planning the best corporate event ever.
- Speech overload
As the live event production planner, you also want to advise your clients to watch the time they spend addressing the audience. If you can, try and avoid this from happening at all costs. Not unless boring your audience is also part of the agenda in the event. If, however, you cannot shorten the speech, then organizing for short breaks in between the speech is a wonderful idea. Allow your audience some time to take in your message, freshen up, stretch, and maybe even grab a snack. Failing to be sensitive to this point will have some of your audiences being distracted from the message. Some of them will lose concentration and total interest in what you are saying, and you do not want that to happen.
- Using too many themes
Don’t get this point wrong, themes can be a lot of fun but only when done right. The only problem is that some event planners may end up overdoing it. You do not want to have an overcolored event which may even end up confusing your audiences. Instead, you want to find fun ways that you can use to incorporate the right theme that relates to the message you are conveying at the event. You can incorporate your theme into things like the event menu or décor. Do not be the person who forced the theme into every possible sentence.
- Booking repeat speakers
Doing this will only make you monotonous and predictable. In other words, boring. It will be like taking the same meal every day for a week. That cannot be pleasing. That is exactly how your audience will feel if all you do is bore them with the same repeat speakers. Instead, try and avoid the monotony and look for different speakers for your corporate events. Make the events look fresh and unpredictable.
- Not using checklists
This point may be like not delegating roles. Only that this time, you choose to remember everything, like every detail of the event off your head. As intriguing as that may sound, it may not be possible. And you will most likely forget some things which may end up making the whole event a disaster. So, make a list. Use checklists for everything so that you constantly have somewhere to refer to in case you think you forgot something.
- Not checking the venue walkthrough
This is usually one of the most common mistakes some live event production companies make when planning corporate events. Skipping the venue walkthrough does not give you the chance to know whether the venue space will accommodate everyone who attends the event. This is also the best way of knowing the number of people you can invite to the event in case you are restricted to one venue. You do not want to end up with a bunch of angry stranded people who do not have anywhere to sit or park their cars when it is you who invited them to come to your event.
Final thoughts
Event planning is not an easy task. There are no set rules that you forced to follow to have a perfect corporate event. But if you can avoid certain mistakes as the ones mentioned above, the chances are that your event makes be better off than if you do not address them.