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How To Plan A Successful Corporate Event

Corporate events often have a poor reputation but in a lot of case, this is simple because the event has been poorly planned or executed.  This is often not really the fault of the person organising the event as, many times, the job has fallen on someone’s shoulder’s as an extra responsibility on top of an already heavy workload.

If you’re planning a corporate event or team building activity, you’ll want to be sure you’re going to see the results you’re looking for.

Here at Demon Wheelers, we have a number of processes in place to ensure that event delivers results and that our clients get the best value for money from the activities we deliver.

First of all there are a number of questions you should ask yourself before you even start planning, to ensure you properly under the task ahead of you:

  • Why? Why does this event need to happen?
  • What are the objectives for the event?
  • What type of event are we organising?
  • Where will the event be organised?
  • When is the event?
  • Who is going to be involved in the event?
  • What is the budget for the event?
  • Who is going to be involved in organising the event?
  • Are we going to hire a professional or run the event ourselves?

Planning a corporate event

Preparation is the key to planning a successful event and it should always start with a consideration of your objectives.  Knowing what you want to achieve should be the driving force behind the type of event you choose.

For example, if your aim is to improve teamwork between teams and facilitate collaboration, our Chain Reaction activity or the Masterpiece Challenge would be ideal.

It’s crucial to plan in advance and leave yourself with plenty of time to choose the right supplier and secure a venue as you’re like to pay a premium if you leave it until the last minute.  It also means that it will be easier for your staff to attend as they will be able to plan their event into their schedule.  Bear in mind that, if you have more than one office or delegates travelling from multiple locations, they may need to book transport so don’t force them to do it at the last minute.

Perhaps the biggest consideration is that contingencies will need to be put in place for whole teams, departments or event the company to be closed whilst the event takes place.

We would recommend making plans at least four to eight weeks’ notice for most events and longer for the busy times of the year.  If you are planning a Christmas party it is best to book the venue and entertainment as early as possible in the year as Christmas party venues are usually booked extremely early.

Choosing the right supplier

Outsourcing your corporate event can ease the pressure of planning and delivering your event.  What’s more, it will help you make the most of your budget as you can rely on the expertise and experience of an event management company and draw on their equipment to make your event feel professional and well managed.

A good event management company will take the time to understand your objectives and help you to plan activities that will help you reach your goals.  They can only do this by asking plenty of questions, but make sure they’re asking you the right ones!  Beyond the basics, such as when are where you’d like to hold the event, they should take an interest in your organisation, the teams that will be involved in the event and what, exactly, you’re hoping to achieve.

If your event planner has asked lots of questions and understood your requirements you should receive a proposal which fits what you are looking for. If something doesn’t quite fit or isn’t right for you ask to make changes. Because we have created our own entire events range over the years, we can be completely flexible and make changes to activities to suit your company’s needs.

Don’t forget though, personality matters.  It’s likely you’ll be working with your event planner for several months so it’s important you get on.  This applies not only to the planning phase but also to the event itself, the last thing you want is to turn up to the event and be met by a stranger who you haven’t built up a relationship with.  Start by asking if you’re speaking to someone who will be running the actual event or a facilitator who will hand over to someone else on the day? Can you speak directly to the person who will be in-charge on the day itself? There’s nothing wrong with one person dealing with the event planning and another managing activities on the day, but it’s important that you know this and that both individuals understand the purpose of the event.

Events supplier or Event Agency?

Once you understand what type of activities will meet your objectives, be sure to choose a supplier who specialises in this area.  There is little use arranging a team building day running through army assault courses if you are a mostly office based company.  What you need is a company that is experienced at running the type of event you’re looking for as they will have the resources to hand, saving you expensive agency fees, and the experience to avoid typical pitfalls.

Every company has new staff who will need to learn the ropes from time to time and a fresh viewpoint can work wonders for new event ideas but you should always make sure the person you are dealing with is fully backed up by someone with a lot of experience.  Our Directors have 20 years’ experience each and many of our staff has well over 5 years’ experience in the events industry. Our directors still plan and run events and they offer a solid foundation for any new starters here at Demon Wheelers to learn from.

Be sure to ask whether the company will be running the event themselves or sub-contracting some, or even all, of the event to another company.  Demon Wheelers are an event supplier and we work with both agencies and with our own direct clients. It always amazes us when we are running an event for an agency and it turns out that the agency has been subcontracted by another agency.  On one occasion there were three agencies involved between us running the event and the client.  Clearly, this is not going to deliver value for money for the client.

Getting value for money

So how do you ensure you’re getting value for money from your corporate event?  We’ve already hinted above, but it really is worth opting for a supplier over an agency.  For example, we own 99% of everything we advertise and use which means you won’t be paying for an agency’s margin.  Of course there are always a few requests which we don’t offer but we will find you the very best options available.

What’s more, our events are usually fully staffed by our employees, ensuring a consistency of service from the moment you arrive, through all of your activities and until the moment the event is completed.

Before you sign on the dotted line, make sure you understand the fees and that the contract you’re signing is completely transparent.  Ask for clarification if there is an un-explicable mark-up on the event or a particular activity.  If there is something you are not happy about say something or ask for clarification.  If the company you are working with are transparent in the initial process you can expect transparency through the process.

How to make an event a success on the day

We always make sure you have a full itinerary of the day to keep you informed and we supply a handy list of things to remember to make sure you are prepared.  We can put your staff into teams if required and create an event rotation.  We plan the whole day for you to make sure it runs smoothly and leave you to be able to take part in and get the most out of the day possible.

We’re very much a family company and as such the values Demon Wheelers were formed with back in 1994 are still very much evident today. The original founders and directors are still heavily involved on a day to day basis. The same dedication and commitment to making sure your event is as fantastic as it possibly can be runs through the company from the very top to the newest starter.

If you would like to talk to us about how we can help your company achieve its goals and objectives please give us a call today on 0114 270 0330 or fill in the contact us form on this page and we will call you back. Alternatively you can use the live chat link on the left side of this page.

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