Do you ever get stuck being the one to plan a company event, whether it be an employee awards dinner, a press conference, or a national sales meeting? If you don’t have any formal event planning experience, here are a few tips to help you create a memorable event.
- Hopefully, you have, at a minimum, 90-120 days to plan the event. It is very difficult to put a large event on in just a few weeks and expect it to be successful. Most hotels want you to book space at least a year in advance. Despite the fact that some hotels have closed their doors due to the economic downturn, the ones that are still getting the business, want to be sure they have adequate space for your event. You most likely will need to book one main ballroom for opening ceremonies, or a banquet event. But, you should also consider if you need smaller breakout rooms for small group meetings. Or perhaps, renting a suite for a hospitality event is all you need. Before you even start looking at hotel space, be sure you have plotted out the space you need.
- Invite your participants well in advance. Perhaps create a fun teaser to get them to attend your event. You could send out a piece of a puzzle to each participant requesting that they bring that piece of the puzzle with them to the event. Upon arrival, they would have to figure out which piece of the puzzle they held. Or you could plan a treasure hunt and send out clues several months in advance. Upon arrival your guests would have to find the hidden treasure with the clues they were given. In other words, entice your guests to attend your event and then once they are there make it interactive. There’s nothing worse than to have people check in to the hotel and attend a boring series of lectures for an entire week. So, make it fun and memorable. In other words, create a theme and make sure all of your planning supports that theme.
- If you are planning a customer event, make sure the food is excellent. No rubber chicken for your guests, please. Hire a caterer or choose a hotel or restaurant with an excellent reputation. Don’t forget the place settings. Colorful tablecloths, flowers for each table, or some sort of centerpiece will create the ambience you want. Make sure all of the components of your event relate back to your event theme. If you have the money in the budget put on a theatrical presentation, hire a band, or some other entertainment to create a relaxing atmosphere.
The main goal is to have great food, great entertainment, and create a great atmosphere. Offer your guests the best hospitality you can muster. Make them feel welcome and create an event they will remember forever.
