Corporate Event Planning

Any corporate employee put in charge of a special event will need prior experience or the advice of co-workers who have been there and done that. In the absence of both, contacting a professional event planner, who specializes in corporate occasions, may save sanity and career. Heading up corporate event planning can be the most exciting responsibility a person can be given, but pitfalls are many. This is true, regardless of the size of the company.

First of all, the employee needs to know without a shadow of a doubt, whose "baby" this event is, and act accordingly. If it is known that the CEO is dead set against golf tournaments for anyone other than top executives, suggesting one for all employees might be less well-received than dinner and dancing at a hotel ballroom. If the CFO's wife is allergic to insect bites, a family-oriented theater excursion will bring bigger smiles than outdoor games and a barbecue at a lush park.

Other corporate events an employee might need guidance on include the following: sales seminars, client entertainment, board retreats, holiday parties, and team spirit-building get-togethers. International receptions also require watching out for differences in cultural sensibilities. Planning for most events will include database management, invitations, door prizes and raffles. In addition, cuisine that considers vegetarian, diabetic and other preferences is a must.

Union or Non-Union?

If the event is a trade show, likely held in another city, arranging for booths and product shipment takes a great deal of coordination with suppliers, marketing materials, freight carriers, audio/video experts, and others. Electrical outlets will most certainly be needed, so having a crew available to run the cables and tape them down safely is extremely important.

In some cities, only union members can handle the cables and outlets. It takes experienced personnel to negotiate the terms, because an electrician is not a computer expert, for example. Untrained people cannot be allowed to hook up computer networks, regardless of a belligerent stance by any electrical workers union. Stand your ground. Often, all union members do at a special event is sit around and watch, but they have to be paid anyway.