If you’ve ever been to a corporate event, haven’t you wondered, “Who put all of this together?” We’re here to answer that very question. This time we’re going to dive even deeper into the chaotic world of corporate event planning. Sit back and relax, because we’re going to take you through part two of our tell-all series!
Corporate Event Planning – Round 2
The corporate event venue search is far from easy, and as you’ll remember in our last post, Akommo dedicated over 150 hours of work dedicated to this search completely free of charge. If you can believe it, the hours our team works completely for free continue!
After part one of the process is finished, we begin to search for smaller private venues for VIP dinners and lunches. This includes repeating the search again, however this time within smaller parameters and requirements. For example, we’re going to show you the brief that we send out to up to 10 restaurants, major event venues, and catering companies.
Corporate Event Planning Brief Template-
20: 00- Start the dinner
22: 00- Finish dinner
The ideal dinner would be 3 courses, with wine included.
As simple as that, right? Wrong. We have to then organize all of the responses, review all of the proposals that each potential options offer, and compare prices and offering. Then we arrange them in a presentable manner to show the client.
We then coordinate a call with the client, discuss the options they like best, explain why we think certain venues are better than others for the event, and then begin process of elimination. We narrow it down to the top 3 spots, and then begin organizing tastings for the client’s second site visit.
The agenda is created, the transportation logistics are sorted, and we’re one step closer to narrowing down the details for the event.
Total Time: Search for main dinner event spaces, VIP spaces, organizing and presenting options for client, then organizing tastings with selected restaurants.
45 hours total.
At this point, we are still working without a single payment.
Site visits Round 2
After organizing the client’s flight and transportation details for the second site visit, we have the client do a second visit and tasting at the top 2 major dinner event venue sites that we researched in part one.
On our end, this entails organizing a tasting menu at each restaurant, negotiating discounted or complimentary rates for the meal, and should the client desire, accompanying them to the tasting. This comes quite in handy when working in Spain or France, as we are able to translate.
We then take the client to the top 3 VIP dinner venues, and begin to create a clearer vision of what the private dinner event will look like.
Although it’s another cost incurred upon free services, we think it’s completely worth it to go with the client to as many sites as possible to provide an extra level of assurance and support.
STILL WORKING FOR FREE.
Total Time: Arranging logistics for the client’s travels, attending the visits and dinner tastings with the client, offering in-person support as well as translations if necessary.
30 hours total.
We are so convinced by how thoroughly we work, we are still working without charging the client anything. Because repetition is, well, repetitive, here’s a little spoiler alert! Ready? We don’t actually charge the client until the event has been realized.
Selection Round 2
After the client has realized all of the main venue site visits, it’s time to make the decision! We love this part, because we’re able to see the moment when the client falls in love with their event.
The second round of selections means that the client decides where the major and all internal events will take place. This also includes deciding the final restaurants or venues.
Until the client makes this decision, however, communication with all of the potential venues must be incessant. We have to constantly ensure that we don’t lose our reservations!
Our team negotiates the best possible final rates, as well as any extra services or additions to the proposals from the restaurants and venues.
We then request formal contracts, spend hours reviewing the fine print and making sure nothing is missing, and begin the signing and payment process.
Total Time: Negotiating the best rates, presenting those newly negotiated rates, maintaining our first options, revising all of the contracts, and processing new payments.
15 hours total.
Finalizing Pre-Event Time
As the event gets closer and closer, we start to go finalize the details. To be fair, that’s really what corporate event planning comes down to in the end- the small details.
Honestly, this is the least glamorous and most tedious part of corporate event planning. We go over room details, checking that every single attendee has been accommodated correctly. This means room type, dates, and any special requests have to be accounted for.
Now imagine doing this 500 times. We take care of this task, because we know just how much time it takes.
We organize the client’s event team hotel arrangements, as well as finalizing all of their transportation details. This requires an additional search and comparing of rates for the hotel’s nearby.
Total time 40 hours.
Once we have all venue, lodging, and transportation logistics sorted, the only thing left to do is wait!
In total, part two of corporate event planning takes around 130 hours of free service.
Our objective is to offer as much support and assistance before, during, and even after corporate events. We do our best to make corporate event planning stress and headache-free. Essentially, we’re like human ibuprofen.
Get in touch, we’d love to offer you 500 hours of impeccable free service!
Next week we’ll get into the fun part- the actual event! Stay tuned and feel free to leave a comment!