5 Steps in Planning a Large Venue Event

5 Steps in Planning a Large Venue Event

A corporate event planner’s task is not always smooth sailing. Planning an enormous event can be a unique challenge. Large-scale events can be nerve-wracking, such as product launches, trade shows, or a multilingual symposium. The details alone that you need to take care of are staggering. So you need an additional measure of ingenuity in event management, planning, and coordination.

Managing a large-scale corporate event

You will test your event planning skills when planning a large-scale corporate event. You cannot find standard rules to follow when organising such an event, as each one is different. Large events are more complex and require coordination with more people.

Steps to take

As you are the corporate event planner, everyone thinks that you and your team have the sole responsibility for it. However, you will work with more people, and you need their full cooperation.

1. Connect with all the stakeholders

You and your team have overall responsibility for the event. However, the relevant stakeholders should also actively take part in the planning. The decision-makers (HR, finance, marketing, corporate communications, PR) must cooperate and support the goals of the event.

2. Confirm the date

Since it is a significant event with many participants, it is vital to confirm the date. Secure the date with the specific venue. Also, you must verify the schedule with speakers, workshop leaders, special guests, catering, and other essential players.

3. Coordinate with third-party suppliers

You will spend more time coordinating with third parties, such as venue managers, stage designers, decorators, and audiovisual suppliers. Presentations are vital to most corporate events, and ensuring that the audiovisual equipment will not fail is a priority.

Since you are expecting a large crowd, strategically installing large screen monitors and speakers is essential. The participants should be able to listen to and understand the presentations wherever they are. There is always an element of risk with large screens and speakers because of their size and weight. Ensure that the A/V supplier has the right equipment and accessories to ensure safety, such as a sound bar mounting bracket and proper wall mounts.

4. Keep communicating

Updating the decision-makers regularly is essential. Updates will help all stakeholders do the next steps, such as releasing the budget, training staff members, releasing press releases and ads, social media posts, media briefings, etc. Communication and close coordination is also a priority with all your third-party suppliers. Conduct regular meetings with your team to ensure everyone is doing their part and completing their deliverables.

5. Plan for the unexpected

No matter how carefully you plan, something can go wrong. Ensure that you always have a Plan B, so the event can continue as intended. Have a standby generator, hard copies of presentations, or alternative presentations if a speaker becomes unavailable. Record the entire event, so you have material to distribute should live streaming fail.

Hundreds of things will fill your event-planning checklist. Attention to detail is critical. But delegating is likewise vital. You can ensure success with proper coordination, constant communication, and encouraging all stakeholders to do their part.

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