If you’re planning a corporate event, you’ll be busy balancing a lot of details. From ensuring that the microphones work to coordinating lighting changes, big corporate gatherings involve logistical details that can test even the most organized person. But you’ll need to craft an event that’s polished and professional to provide a memorable experience for attendees.
Thankfully, following a few key suggestions can make your event more manageable. Keep reading to find a complete guide to corporate event production services.
Determine Your Event’s Goals
What are you hoping your corporate event will achieve? Maybe an event is geared toward networking among local business people, or perhaps you’re inviting top clients to nurture subscription renewals.
You might be honoring employees for achieving milestones at a gala. Or you might be hosting a fundraiser that’s open to the community. Before you make any other decisions about how to organize your event, identify what you want your event to do.
Don’t just let your goals exist as verbal ideas, however. Write them down in a shared document that others involved in planning can access. Remember that everything from the venue to the decorations and speakers will impact the event’s success.
Set a Budget
It’s easy for scope creep to nudge your event’s costs higher than expected. You can prevent this problem by setting a reasonable budget first. You’ll need to account for the venue, catering for food and drinks, and production costs.
When you’re showing videos, playing music, or hosting speakers, you can’t afford to skimp on production details. Plan on budgeting for screens, audio equipment, projectors, and microphones. You’ll need good cameras and lighting, as well as streaming assistance if you’re sharing your event online.
You’ll also need to hire technicians to help troubleshoot problems during the event. They can set everything up and take it down at the event’s conclusion.
Know that budgets need to be flexible. Some venues may present trickier scenarios that require additional technical expertise, for instance. Understand that there may be some unplanned costs that pop up as the event unfolds.
Find an Appropriate Location
Just as you’d want to be confident about a new office space when moving your business, you’ll want to be confident about your event venue, as well. Choose a venue that suits the tone of your event. And make sure the venue can support the AV needs, too.
Your chosen venue should have enough space to encourage easy interactions among guests as they mingle. And it should be easy for everyone to see speakers, find restrooms, and hear music.
But don’t just focus on how a venue looks. Ensure that you have enough outlets and a secure internet connection. Ideally, you should opt for a venue with some AV equipment so you don’t have to bring as much.
Enlist the informed opinions of your production crew as you scout out venues. They’ll know the red flags to weigh. And they can tell you if you’ll need to invest extra resources to compensate for technical limitations.
Plan for Destination Events
Sometimes, events are more successful when they’re held in a different environment. If your business operates in Kansas City, for example, hosting an event in a different city can be energizing and exciting for employees.
Maybe you decide that the stunning scenery of Hawai’i is the ideal backdrop for a destination event. In this scenario, it’s critical to work with event production services in Kauaʻi to ensure a smooth production process. Local AV teams may already be familiar with your venue, and they’ll have the resources to make sure you have the right equipment ready.
When you’re not hosting an event in your backyard, partnering with local AV crews and other businesses is essential. They’ll be aware of transportation hiccups and can recommend lodging so your employees enjoy their experience.
Craft an Effective AV Plan
While the table settings and architectural features of a venue may command the most interest, the sound and visuals are most important. After all, if attendees can’t hear the keynote speaker, the entire event could be a bust.
Work with your AV team to verify that audio is clear for everyone in the room. Even individuals in the back row of an event space should be able to hear every word. Experiment with different microphones and sound mixing scenarios to find the right combination.
Check projectors to confirm that they produce crisp, bold imagery. And make sure you have strong lighting and presentation screens for videos, logos, and other information. Ultimately, you want your event’s tech to support the event.
Rehearse Your Event
When in doubt, rehearse everything before the actual event. Do a walk-through for video presentations, speakers, and other key moments. Check remote connections, too, if you’re streaming the event online.
Test the small details. Your speaker should know when to approach the podium. And your lighting crew should know when to adjust the spotlight or dim the lights.
It can be helpful to craft a run of the show to help everyone know their roles. You may have specific music cues, for instance, or lighting changes that help shape the event. And you’ll want to establish a clear order of operations for all speakers and key moments during the event.
Assign Production Roles
Which person is in charge of setting up equipment? And who will do a last-minute check of lighting and AV equipment? Assign logistics roles so you’re always organized during your event.
When the AV team arrives with equipment, you’ll need someone to unlock the venue and help with unloading. Likewise, you’ll need someone to be the touchpoint for venue, catering, and AV contacts.
Generate a schedule and list of contacts that can be distributed to all involved in your event. When you’re transparent about logistical details, everyone will be looped in to what’s happening and when it’s happening.
Coordinate a Memorable Event
Pursuing corporate event production can feel daunting given the number of moving parts. But when you delegate responsibilities and stay organized, you’ll be able to coordinate a successful event. Select the right venue, partner with a good AV team, and rehearse your event.
When you’re smart about planning, you’ll ensure that all attendees have a positive experience that inspires them toward greater success.
