What Does a Corporate Event Planners Do

Short Summary

Planning an impactful corporate event takes immense coordination and attention to detail. As corporate event planners, the buck stops with you to ensure successful execution from start to finish.

This blog breaks down exactly what this multi-faceted role entails. Whether you are hiring corporate event planners or considering this career path, get an insider look at the key responsibilities and deliver impactful client events.

A Complete Guide to Corporate Event Planning

Corporate event planning involves managing events of all sizes for a company's internal and external stakeholders. From conferences and trade shows to product launches and employee retreats, well-planned corporate events are crucial for business objectives like lead generation, thought leadership, networking, team building and more.

What is Corporate Event Planning?

At its core, corporate event planning is the process of conceptualising, budgeting, coordinating and executing professional events on behalf of a company or organisation. Corporate event planners serve as the central point of contact and project manager for any type of corporate event from start to finish.

Their core responsibilities involve researching vendors, developing timelines, coordinating logistics, managing budgets and ensuring a seamless attendee experience.

Experience a Stress-Free Event - Talk to an Expert Now!

From Product Launches to Exhibition Pavilions and State of the art Galas
A name trusted by Oman's leading brands
Together, We Make Magic memories, guaranteed. Click on the below to get a free consultation call

Get in Touch

‍

Top 5 Things Corporate Event Planners Do

1. Create comprehensive project plans

Creating a detailed project plan is one of the most important tasks of any corporate event planner. The plan should include timelines, budgets, vendor requirements, logistics, marketing tactics and assigned responsibilities.

Planners first determine event objectives, themes, and desired outcomes in collaboration with clients. The project plan lays the groundwork for the entire process. Detailed planning minimises risks of delays or budget overruns.

2. Develop budgets and track expenses

Budgeting is critical to event success. Planners create line-item budgets outlining projected costs for vendors, venue, catering, audio-visual, permits, marketing and other categories. Budget versions factor in best/worst-case scenarios.

Planners then track actual expenses against allocations through the process. They monitor the costs of negotiated contracts and approve invoices for payment. Budget trackers identify overages and underspends to inform decisions.

3. Source and manage third-party vendors

Event planning relies heavily on vendors. Planners maintain an updated preferred vendor database covering various categories like venues, caterers, agencies and suppliers. They source suitable vendors for new events through referrals, industry portals and personal networks.

Strong vendor management entails regular coordination, issue resolution, onsite monitoring and feedback. Relationships are carefully nurtured through prompt payments and repeat business. Planners ensure seamless information exchange and vendor performance on D-day.

4. Handle marketing, promotions and registration

Driving relevant audience engagement is pivotal. Planners devise integrated marketing strategies leveraging digital and traditional channels. From designing print and electronic collateral to curating social media campaigns, their plans aim to spread event value propositions far and wide.

Planners monitor analytics to gauge engagement and refine strategies. On event days, they ensure attendees navigate venues seamlessly with signage and staff guidance. Post-event surveys and feedback are also analysed for future reference.

5. Oversee onsite logistics and event management

On D-Day, event planners transition into conductor mode. They coordinate advanced venue setups with floor plans, signage, furniture, audio-visual equipment and décor. Planners also liaise with vendors for smooth deliveries, installations and troubleshooting during live events.

On-ground teams are guided to address attendee queries and issues on the fly. Planners are the point persons for any emergencies. Post-event wrap-ups involve timely vendor payments, facility handovers, and documentation of learnings for future reference.

How to Hire a Corporate Event Planners

Here is a step-by-step process on how to hire corporate event planner.

Clearly outline your event goals, objectives, budget and timeline. This helps planners develop well-thought-out proposals.

Check portfolio samples of past event work to gauge experience and expertise.

Ask for and check references from previous clients.

Ensure the planner's experience aligns with your specific event needs, such as industry expertise.

Conduct interviews to assess project management skills and cultural fit.

Explore consultation approach to ensure perfect execution of complex events.

‍

When looking to hire a corporate event planner, be sure to consider Dentsu M21. As one of the largest full-service event agencies across Oman, Dentsu M21 offers a unique blend of expertise, infrastructure and innovation.

Their consultative approach ensures the perfect execution of even the most complex corporate events.

Benefits of Hiring Corporate Event Planners

Expertise and experience - Event planners are experts who have experience planning successful events. They know the ins and outs.

Cost efficiency - Planners leverage relationships to negotiate better vendor rates and deals. This saves money in the long run.

Creativity and innovation - Planners bring fresh, out-of-the-box ideas and solutions to take events to the next level.

Return on investment - Well-planned events deliver ROI through lead generation, brand awareness and other objectives. Planners help ensure this.

Time and stress management - Handling logistics is time-consuming. Planners alleviate this burden so internal teams can focus on core work.

Compliance and risk management - Planners address all legal, compliance and risk areas to avoid issues.

Post-event metrics - Planners provide analytics to measure success and identify areas for future improvement.

Allows focus on core duties - Outsourcing planning lets internal teams concentrate on their specialities rather than learning eventing planning.

Future of Corporate Event Planning

Looking ahead, Event apps and emerging technologies offer new engagement opportunities. Sustainability is a growing priority as event professionals implement eco-friendlier practices. As the events industry evolves rapidly, corporate event planners adapt and find new ways to continuously enhance the attendee experience.

FAQ

What is a corporate event planner?

A corporate event planner is a professional who plans, coordinates and manages events on behalf of companies and organisations. They oversee all aspects of corporate events from inception to completion.

What skills do you need to be a corporate event planner?

Core skills for corporate event planners include project management, budgeting, communication, relationship building, problem-solving, and attention to detail. It also helps to have expertise in marketing, vendor management, logistics and tech capabilities.

How do you become a corporate event planner?

Typical steps to become a corporate event planner involve obtaining a bachelor's degree in event management, marketing or communications. Relevant experience can be gained through internships. Certifications from professional associations also boost one's career. Portfolio samples are important for landing entry-level roles.

What is the future of corporate event planning?

Emerging trends include greater adoption of hybrid/virtual elements, use of data analytics to optimise events, more sustainable practices, and leveraging emerging tech like AR/VR to enhance engagement. Corporate event planners must adapt to industry changes by gaining new skills to continuously improve the attendee experience.