For many corporates, deciding to run an event is as far as their planning goes. The PR Manager may announce that your company is hosting an extravaganza and proceed to tell all the company’s friends and partners about it. But the actual work of putting the event together? That falls on you, and that can be a problem. Not to worry. We’re here to help.
Start by defining the type of event you’re hosting. Common events include user experience exhibitions, product launches, press conferences, awards ceremonies, seminars, training sessions, and trade shows. At some of these events, you will need a stand for your brand, so order your pull-up banners in good time.
Other events will be built around a central stage, so media walls and red carpet set-ups are more appropriate. If the event is held outdoors during evening hours, get the kind of retractable banner that can be backlit. You’ll also need some sort of bug zapper because your beautifully lit banners are sure to attract insects and other pests.
Once you know the event category, confirm how many people will attend. This is important for logistics. If there will be food and drinks, it can help you decide what to serve, and in what volumes.
Open bars are a big draw, but you may have to deal with rowdy attendees once the alcohol hits, so unless you’re willing to hire event security, keep the alcohol within workable limits. Regarding food, bites work best. Select safe snacks that are unlikely to trigger allergies. You can also include a few speciality snacks that are nut-free and gluten-free.
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Now it’s time to put your team to work. Make a list of all the tasks the event requires and put someone in charge of each one. Develop the list as a brainstorming activity. That way, you’re less likely to leave anything out. Tasks should include food, entertainment, keynote speakers, power sources, electronics, name tags, advertising banners, first aid set-up, and so on.
The team in charge of the event speakers should make sure they have a restful place to sleep, are well fed, and that their clothes are clean and event-ready. If they are flying in, they need airport pick-up, and if they’re from overseas, they may need local mobile phones. Your ‘handler’ should be available to your speakers 24-7 during the event.
Similarly, the team in charge of hardware should make sure all the screens are working, the computers and projectors are in good order, the microphones and sound systems are tested, there are adequate cables for every machine requirement, and that there’s backup power.
The venue team needs to check the weather report and make sure there is adequate shade in case of extreme sunshine or sudden rain. They should do several walkthroughs of the event layout to make sure there’s good circulation of air and no fire hazards.
All ‘crew members’ should have a distinct uniform and clear name tags so that guests know where to go for help. You also need a good security set-up for your VIPs. Nothing ruins a corporate event like gate-crashers.
For assistance with your corporate event supplies, call Display Systems today on 1300 Displays.