Often times, the people tasked with organizing an internal corporate event are not event planners by training. If you’ve been assigned to plan and execute your company’s next corporate event, don’t panic. You don’t have to go about planning this event alone – consider building a strong event team to help you. They say that behind every great event planner is an equally great event team. Here’s how to build your event team.
Determine the Event Goals
The very first step in planning any event is to determine the goals and objectives for the event. This is the one of the most important steps. Decisions around venue and catering, or the types of skills that will be needed to pull everything together can wait. Get in touch with the company stakeholders who are ultimately accountable for the event and find out what their goals are and what they are looking to accomplish by having this event. From there, you can determine who you need on your team to help accomplish those goals.
Find the Experts
While you won’t do much decision-making before figuring out the event objectives, you can begin collecting intel. Find out who in the company has planned internal events before to see what kind of information and wisdom they can provide. See if they have attendee feedback survey results from previous events that you can look at. Ask if they would join the event team in a supporting role so you can lean on their experience and expertise.
Analyze the Tasks
Once you know the goals you need to work toward, as well as what worked and what fell short at past events, you can take a closer look at what tasks will need to be completed and what you need to accomplish to plan and execute a successful event. After establishing what tasks need to be completed, think carefully about the skills and expertise that will be needed for those tasks.
Assemble the Team
Now that you know what you need to accomplish with the event, and what needs to get done for that to happen, it’s time to figure out the best people to help you. Remember that a bigger team isn’t always better. The goal is to have enough people to get the job done, but not so many that it becomes chaos. While unique perspectives and a variety of skills is a good thing, having too many opinions can also lead to distractions.
Once you know the skills you need on the team, try and figure out who in the company has those skills. Asking people on an individual basis for their help will almost always get better results than sending general emails to the company that are easily ignored. You can specify what you are looking for, and they have the opportunity to ask questions, and these details can make a difference.
Create a Common Vision
Once you have the team together, make sure you deliver a clear and consistent vision about the goals of the event. Part of your job is to ensure that everyone understands what the event is trying to accomplish so that everyone is moving in the same direction. Of course you want to work together to brainstorm great ideas, solve problems, and share information, but you also need to make sure your team stays on task, that people are clear on their deliverables, and that everything gets done on time.
Building a strong event team makes all the difference when you’re planning an internal corporate event. Even if you did have the capacity to plan an entire event in addition to your regular job, you can’t be everywhere at once on event day. Teamwork encourages knowledge-sharing and learning from mistakes, and playing to everyone’s strengths will help create a flawless event.