Event Planning 101

Plan your campaigns for maximum results and minimum stress

• Setting your corporate events calendar can be one of the most critical components of the yearly budget yet it’s also one that’s easily put to the side. Perhaps you have looming deadlines on a project, or simply don’t think something as ‘facile’ as events is worth the pre-planning, but not having a firm event schedule set for the year can be a recipe for failure. Here’s why a sound eventing schedule is an essential part of your corporate strategy success.

A clear eventing schedule allows you to plan your campaigns successfully.

• There are a few obvious dates in any organisation’s eventing year- Christmas, certain public holidays and celebrations, perhaps a traditional Melbourne cup date or Christmas in July staff function that merit corporate attention. Place them alongside the events of charity campaigns you may be supporting, or seasonal advertising campaigns that align with your product lines. It’s essential that you have a plan of action laid out clearly in advance, if your events are to succeed, or they will quickly turn into a showcase of bad planning, missed deadlines and budget over-spend. Guessing and miscommunication is no way to carry out any facet of your business, and it’s difficult for departments to plan, let alone coordinate, if no one is certain what’s coming, what’s a priority and what their part in it will be.

An annual event strategy in advance will optimise your budget.

• When you’re working with a limited function budget, or an annual budget that needs to be optimally spread between a variety of events, a clear long-term plan allows you to make the most of every cent, this will indeed make it easier to create a sensible budget when you’re planning ahead, allowing you to take advantage of early specials, avoid rush fees, shop around for suppliers and ensure that your expenditure is made wisely.

You can optimise your third party suppliers

• Remember that you’re not going to be the only business organising a function, especially for popular dates like Christmas and the Melbourne cup. Eventing companies and caterers both see peak demand at these times. Last minute planning means your company is now the one who has to shop around through multiple suppliers just to get the basics you need- basics that would have been available through a single source if you’d booked in advance. Additionally, there are usually financial savings to be had as the early bird, as you avoid peak booking fees and premium pricing.

You will reduce stress and bad decision-making.

• Last minute organisation often leads to hurried, bad decisions, which are also generally expensive ones. No matter whether you’re an intimate family firm and will yourselves be involved in the organisation of your corporate calendar, or if you have an entire in-house events team, giving plenty of time for planning and advance knowledge of events will make a stress-free environment. Planners who are not stressed have the time and space to create functions that enhance your goals with minimal stress and no disruptions.

Overall, having a clear and thought-through event schedule for your corporate year contributes to successfully run, cleverly planned and financially successful events.