Planning a corporate event comes with many potential pitfalls. With countless moving parts to coordinate, it’s easy to make mistakes that could negatively impact the event. Avoiding common missteps is crucial for creating a seamless, successful event that leaves a great impression on attendees.
Trying to Do Too Much Yourself
One of the biggest mistakes is trying to organise every aspect of the event yourself. Corporate events often require handling many details – from choosing a venue and scheduling speakers to arranging food, beverages, AV equipment, and more. It’s extremely difficult (if not impossible) for one person to efficiently manage all these moving parts. You’ll end up feeling overwhelmed and more likely to let things fall through the cracks.
The solution is to delegate tasks and work with a team. Recruit colleagues to help research venues, coordinate vendor logistics, design signage or other collateral, and handle day-of setup/operations. If you have the budget, consider hiring an event planner to quarterback the overall execution. The investment will save you time and stress.
Trying to Cater the Event Yourself
Providing food and beverages is one of the most important elements of any corporate event. While it may seem easy to run to the supermarket and pick up some sandwiches, crisps, and drinks, this DIY catering attempt could fall flat. Corporate catering in London requires planning a diverse menu, accounting for special dietary needs, ordering enough food for all guests, keeping ingredients fresh and properly stored, setting up displays, replenishing throughout the event, and cleaning up efficiently.
Leave catering to the professionals by partnering with one of the many excellent event catering services in London. These catering businesses deliver a wide variety of freshly made sandwiches, salads, snacks, and more. You’ll save yourself the hassle and benefit from their expertise in handling corporate events. Just describe your needs and preferences, and they’ll take care of the rest!
Choosing the Wrong Venue
The venue sets the tone for the entire event. Choosing a location that doesn’t fit your goals or constraints can derail things quickly. Be sure to assess critical factors like capacity, layout, ambiance, location, parking/transit access, and budget. Also, walk through the space in person before booking. Photos or virtual tours alone won’t give you an accurate feel.
Consider your headcount, seating style, desired room setups, and flow between areas. Make sure the venue can accommodate these needs. Also, look for a space that aligns with your brand image and conveys the right vibe. Don’t commit to a venue until you’re confident it’s the right fit.
Poor Communication with Attendees
For an event to succeed, attendees need adequate communication on all the key details. Failing to effectively promote the event and inform attendees is a huge mistake. Important information to share includes date, time, location, parking and transit instructions, schedule/agenda, registration process, what to bring, dress code, dietary restrictions process, and contingency plans or changes.
Create an event website, send email blasts, promote on social media, and follow up directly with phone/email reminders. Make sure all messaging is clear and consistent and includes reminders as the date approaches. Send event logistics 2-3 weeks before, 1 week before, and 1-2 days before. Close the loop afterward with a thank you message and event recap.
Ignoring the Guest Experience
While handling logistics is crucial, don’t forget that the attendee experience is the heart of any event. Avoid getting so caught up in tactical details that you overlook the guest perspective. Look at signage, wayfinding, layout, decor, seating, entertainment, food, amenities, gifts, and staff interactions through the eyes of an attendee. Identify potential pain points or confusion. Ask yourself – is this experience engaging, rewarding, and enjoyable for attendees?
Corporate events require immense coordination, but you can avoid common pitfalls with planning and preparation. Making smart decisions will ensure your event goes off without a hitch!
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