Timing is crucial for your event. Starting early allows you more freedom in your options for your upcoming corporate event.
This is especially true to get the venue, caterer and other vendors you most want. By enlisting a corporate event planning company, they can help you determine what can be accomplished within the given timeframe.
You should start planning your events earlier rather than later, whenever possible.
A good corporate event planner knows:
The Early Birds Get the Venue
The earlier you secure an event planning company to help you select and book your venue the better. This tip is especially important when securing an event during “high-season.” Holiday parties, other trade shows or conventions in the city, and other conflicts can be a hindrance to the success of your event. The best venues with prime locations are booked out very early.
To Allow Plenty of Time for Marketing and Communication
The more lead-time you provide people to place an event on their calendar, the better your attendance is going to be. If your event is not an internal event or by invite, but needs marketing to draw in attendees, you need ample time to get your marketing message, graphic design, and strategy put together. Last-minute marketing campaigns never fare as well as a scaled approach with teaser marketing, early-bird marketing, and close-to-event marketing.
Regardless of the event type, sending out a hold-the-date piece can definitely generate interest and have potential attendees block out their calendar.
To Consider the Season and Time of Year
The time of year is important when considering when your event will be. A great event planner can help you note unexpected things. Wanting an event in Arlington, Texas during football or baseball season? You need to make sure your event isn’t on a game day. Doing a Napa getaway? Harvest season might not be ideal as it’s fairly all-hands-on-deck.
They’ll also be able to advise you on the expected weather at that time of year and how that might that affect your event. Summertime in Texas? You probably don’t want to be outside. Resort area pricing with definitely be affected by seasonality.
To Know the Rules
Creative venues are awesome. But it is important to know specific rules and restrictions tied to the venue or its location. A historic home in Dallas might have a neighborhood restriction on noise after a certain time at night or parking restrictions. A museum might require you to provide security if certain exhibits are to remain open or restrict certain sections. Some venues may require you to use their select vendors or servers. Knowing this in advance is the job of the event planner. They can advise you as to the strengths and challenges of any venue you are considering.
To Have Time To Secure The Needed Things
When you have a great idea, it’s a bummer when it cannot be accomplished because of a prohibitive timeline. Lining up technical equipment, vendors and creative elements takes time. This is especially true when outside-the-box creative ideas are part of your event plan. These are doable but sometimes require extra time to secure. You don’t want the timeline to be the limiting factor.
To Create a Workable Timeline
With any event, challenges and hiccups will arise. By having a workable timeline, scrambling with be greatly reduced. By working on each element in a timely manner, your stress will decrease. Procrastination is not your friend when planning a corporate event. An event planner will be a lifesaver when you inch closer to the event since the to-do list will have been created far in advance.
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