event planning Archives • Page 2 of 2 • Best Case Scenario

Find the right corporate event management company in Sydney

Hiring a corporate event management company to handle the organisation.

If you’re totally new to events management, or need to host a corporate event that’s never been done before then it’s always wise to take stock and be clear on how demanding or complex the task ahead is so that you can select the right option. If you decide that hiring in an event management company in Sydney is the right step for you then here are all the things you should know, before you make your selection.

1. Be 100% clear on what you want and need.

If you’re starting from scratch then it’s always a good idea to make an event wish list to make sure the corporate events company can deliver on exactly what you need. You don’t need to get into too much detail at this point but do be specific and concise, for example:

Do you need someone who has experience of working with Government authorities or specialises in running events for technology companies?
Will you need them to find professional speakers for you or do you already have them?
Do you have the necessary contacts to make this a stand out event or do you need access to a network of professionals?
There are lots of event management companies to choose from in Sydney, so knowing what you want will mean you can easily rule out any companies that don’t meet your minimum requirements quickly and efficiently.

2. Do a background check

As with any new supplier or partner, you need to factor in doing your research before you sign the contract to work with them. Check out the offices If you’ve opted to go with a small or new events company then take a visit to their offices. Ask them for examples of corporate events they’ve run and if they have any references you could call or speak to in person. Meet the team Another recommendation is to ask if you can meet the team you’ll be working with. Learn more about their personal background and ask them what they can bring to your corporate event. At Best Case Scenario we consider our staff to be our unique selling point and each team member is fully trained and experienced when it comes to Events Operations. We are passionate about getting to know our our clients industry, and welcome you to give us a call if you’re thinking about hosting a corporate event. Don’t forget the website or social media Any experienced corporate events company with a solid reputation should be able to send you in the direction of happy customers who can give you a glowing recommendation. Don’t forget to check their website for events success stories to get a better understanding. Search for some of their previous events online and check social media posts, reviews and write ups to see what others thought of the event. Take a look through any photos or video footage you can find to get a real feel of the quality. Look for creativity Just because it’s a business or corporate event doesn’t mean it has to be uninspired and follow standard protocol of ‘what’s expected’. If you’ve put together a great brief then sit with the companies and listen to their ideas and advice. You want to choose a company that inspires and excites you when you talk to them. In today’s competitive corporate and business creating a memorable experience is key to success – so look to work with events professionals in Sydney who inspire you.

3. Will they give your event the competitive edge?

With the constant stream of new technology in every aspect of modern day life it’s easy to fall behind with the latest advancements. However events and corporate event planning are evolving into new, dynamic formats and so it’s essential that you engage an company that can make sure your event stands out from the crowd and give you the competitive edge. At Best Case Scenario we primarily use Cvent and Ivy registration platforms at events, but not exclusively. The team are also adept at getting familiar with any technology or mobile apps organisations wish to use on site, whether it’s an integrated mobile app for event registration right through to polls or downloading literature. Best Case Scenario’s event management is proud to announce it is in the process of joining the Microsoft Supplier Program, which means we are one of their preferred suppliers for event management services in Australia. In addition we are WeConnect certified, a global network that connects women-owned businesses to qualified buyers around the world. It pays to establish the quality, validity and experience a corporate events management company has. If you are planning on hosting an upcoming event and are looking for an experienced corporate event management company then get in touch with us today.

Whether it’s your first event or your fifty first, planning an event or large meeting can be a stressful experience. Every event has many moving parts, and to help things run smoothly (and to plan), it’s always a good idea to keep track of which tasks need to be completed, and when. To help you manage your time when hosting your next event our team of experienced event managers have put together some top tips on what you need to consider when creating an checklist for your own event. This list of key points can be used whether you are planning a meeting, a small corporate event or charity event.

Event Budget

Before you start any event planning you need to establish the budget you have to work with, so this should always feature as an item right at the top of your checklist.

How much budget you have
When deposits need to be paid
Budget approval timeline

Venue and location

An equally important task is to secure the venue. Once you’ve found the perfect venue for your event make sure you make a note to check off the following points:

Have you confirmed the dates and signed the contract?
When does a deposit need to be paid and what is the agreed payment schedule?
Food and beverage packages agreed
Floorplans (for each room) confirmed
Have you confirmed the AV requirements?

Event Program Management

Another group of tasks on your event checklist should be related to what’s actually going to happen on the day.

Have you confirmed the agenda for the event?
Have you confirmed the speakers?
Do you need entertainment?
Have all relevant parties been briefed?
Do they need any accommodation?
Have you collated any presentations, handouts or information for people to takeaway?

Event Sponsorship

Lining up the right sponsor is often a crucial step in ensuring the success of an event. So start planning early.

Have you agreed on the sponsorship packages?
Have you identified potential sponsors and have they been contacted?
Do the sponsors require an area at the event?
Sponsorship signage
Do you require expert help to source the right sponsor?

Marketing and Promotion

Making sure you have a clear marketing and promotion plan in place well in advance of your event is key to making sure it’s a sell out success and people show up!

Create marketing and promotion plan
Get promo material to the designers
Build a website and optimise it for the search engines
Submit event info to all relevant event listing websites
Write and distribute a press release

Attendee Management

Creating a great first impression and welcoming experience is a really important aspect of any event. Make sure you tick all the boxes by considering the points below.

Have all attendees been invited and confirmed?
Can people register online and if so have you created the online form?
How are you going to handle registration at the event?
Have attendees been sent all essential event info (directions, parking instructions etc.)

Post event

Don’t forget that once the event is over there are still a few tasks to complete to wrap things up.

Thank you emails, letters, calls to performers, staff and volunteers and sponsors
Evaluation and debrief with all key stakeholders
Finalise and close the budget
Event survey sent and analysed
Make note of how to improve the event next time!

If you want some professional help to tackle this event checklist then get in touch with the Best Case Scenario team today.