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Mistakes to Avoid When Planning a Corporate Event

Event photography in Chicago

Planning a corporate event is definitely not easy. There are a lot of things to do and a lot of people to talk to. And then there is the all-important budget.

If this is your first time organizing an event, chances are you may make a mistake or two along the way. These mistakes, no matter how small, may end up costing you a lot of money. This isn’t good considering how expensive it is to plan an event. To prevent this from happening, we have put together a list of the most common mistakes event managers commit while organizing a corporate event. Keep these things in mind to ensure that your event will be a success.

Here are 4 critical mistakes to avoid when planning a corporate event in Chicago.

Waiting Until the last minute

Planning a corporate event takes time. So make sure that you start working as soon as you know the date of the event.

Start by looking for venues. Hotels and other venues get booked fast, so it is important to start looking as early as possible. Failing to start the event process early will limit your venue choices and may even cause a host of other problems down the line.

Not finalizing the number of attendees

Before booking a venue, you need to have a good idea how many attendees you are expecting for the event. A small function room will be too cramped for 200 guests. A larger venue may look too big and empty if you only have 100 attendees.

Before committing to a venue, ask the advice of the staff to find out the capacity of the venue. Also, find a happy medium between the numbers you expect. A bigger space is a lot better than a small space, just don’t go overboard.

Doing everything on your own

Planning a corporate event can be exhausting and stress-inducing. It requires months of planning. The sooner you realize that you can’t do everything on your own, the better off both you and your event will be.

Seek help from your colleagues and try to delegate some tasks. This way, you can do things more efficiently and in a timely manner. Having enough staff on hand at the event itself is also of great importance. There should be enough staff to accommodate all the attendees and ensure that the registration process goes on smoothly.

Lack of Plan B

No matter how well organized or planned an event is, things can go awry on the Big Day. As such, it is important to have a Plan B in place just in case things go haywire.

We cannot predict the future, but it is a good idea to plan for the worst. Before the event, try to determine which areas where your event’s success could be jeopardized and have a contingency plan in place.

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How to Host a Successful Corporate Event on a Budget

Event Photography in Chicago

Corporate events provide several benefits to your organization. Hosting symposiums, conferences, business meetings or company dinners reinforces your image as an industry leader and creates networking opportunities. It helps foster and strengthen relationships with customers, clients, and employees. It also builds loyalty and can help you close sales.

Corporate events can be stressful and time consuming. They require careful planning and budgeting. The planning process becomes even more challenging when you’re working on a limited budget. Your brainstorming ideas can be put on hold once you realize that you may not have enough money for your next event.

Here are some great tips for corporate event planners who are looking to use their budget wisely.

Search for guest speakers early

Advance planning is beneficial to land the best speaker for your event. The earlier you contact the person, the better. Other speakers bump up their rates as their calendar fills up. To avoid this, we suggest that you contact a professional speaker at least 6 months prior to the event.

It is also a good idea to book a speaker who already has an appearance booked in your area. This secrect can help reduce your expenses since you will no longer need to spring for transportation and lodging.

Think through food arrangements

Food and snacks is one area where you can really make the most of your budget. Instead of a sit down meal, consider offering buffet. Buffets eliminate the need for a large wait staff, and they take up less time in the schedule, too.

Another added bonus is that buffets provide attendees an opportunity to interact with one another in a more comfortable mealtime environment.

Find the right venue

Finding a venue is one of the most challenging parts of planning an event. There are a lot of things to consider when looking for one. Of course, you need to consider your budget, the attendees, and the accessibility of the venue.

You want to make sure that the venue fits your budget. Also, find one that will be able to accommodate all the attendees. There is no point in booking a big venue if you are only catering to a small group.

Use sponsors

Some of the savvier companies have gotten really creative when they’re putting on events. One way to make the most out of your budget is to seek sponsorships for your event.

Find a budding company that is looking to get their name out in the public. Often, they don’t charge much for their services. Others would even offer their services for free. Take advantage of that.

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The Importance of Entertainment in Corporate Events

Chicago corporate, event, portrait and editorial photographer

A corporate event plays an important role in strengthening your relationship with your clients, staff members, and customers. Whether you’re planning a conference, awards dinner, exhibition, or convention, corporate events can promote your business internally and externally.

A successful event is one that attendees will never forget. Enthusiasm and fun is the key to creating an unforgettable event. Hiring entertainers can help you achieve that goal.

Here are 3 reasons why you should find good entertainment for your next corporate event.

Keep attendees entertained

Conferences and seminars are can be boring. People will be sitting through hours of presentations and lectures. No matter how stimulating the content is, many of them will look exhausted, bored, or disengaged by the end of the day.

One of the best reasons to hire entertainment at corporate events is to keep attendees entertained.
Have bands or comedians perform during breaks in the action. When planned and executed well, this helps attendees relax, laugh, and creates a good vibe at the event. This will also stimulate the audience and energize them for the next sessions.

Generate interest

Entertainment is crucial if you are trying to launch new products. This is especially important if you choose to do so in at a large exhibition. Since different businesses will be vying for people’s attention and show off their products, you need something that would grab people’s attention. Entertainment such as live music will help generate interest and entice attendees over to your booth.

Motivate employees

Hosting a corporate event is a great way to train your staff and familiarize themselves with new products. It is also a great way show your appreciation and reward them for their hard work. By incorporating some entertainment into your event, you’re giving them a chance to have fun and let loose. A well-planned corporate event can motivate employees, which in turn will help increase productivity.

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