Most clients come with a vision or goal for their meeting or event.

“I want this to be the best attended party this year for our company”…

and “I want people to leave feeling appreciated” are a couple examples.

In order to carry out the client’s vision, successful events have five components that go into making them a reality.

1. Clear objectives – As soon as the client establishes what they want out of the event and identifies the purpose, we can start working toward that goal. Sometimes our clients come to us with only their objectives or purpose for having the event and we can help them figure out the rest. Other times, they know exactly what they want in all aspects.

2. Time to Plan – Some events require a great deal of time, others not so much. Depending upon the breadth of your event, the team would like an adequate length of time to coordinate everything. If money is not a concern, it’s easier to put things together last-minute. However, if the client would prefer to see cost savings, it’s best to schedule the venue and vendors in advance so our team can work on negotiations.

3. Optimized location and date – The venue plays a large role in setting the tone for an event. What is the theme? Usually pairing the objective of the event to a location works well. If it’s an outdoor event, schedule it during a pleasant time of the year. If it’s a celebratory event, make sure to plan it around major holidays, regional events, as such dates could impact attendance.

4. Well built and maintained budget – In the beginning of the planning process, it’s important to sit down and discuss a budget for the event. If you have an overall number of how much you can spend, we can help you break this up into categories based on market rates and your personal priorities. Then our job is to maintain those guidelines and work toward cost savings and negotiations.

5. Effective planning team – Aside from hiring an experienced event planning team or company, you can be strategic about who you send from your own group to plan. Professional planning experience, knowledge of the company’s goals for the event, and a pulse of the invitees are a few things that will make this person an asset to the team.

As soon as the client establishes what they want out of the event and identifies the purpose, we can start working toward that goal.

There is a lot that goes into making each event unique and memorable! Ask The Event Concierge how we can support you in planning a successful event this season.