Nathalie Bevis: Tips for Planning a Small Corporate Event

Nathalie Bevis is a former corporate event planner with more than a decade of experience. While Nathalie Bevis specializes in organizing large-scale corporate events, she knows that smaller events are just as important to a client. Nathalie Bevis shares a few of her favorite tips below.

Plan Early There is no such thing as having too much time to plan an event! While large-scale corporate events should be planned starting five to six months in advance, smaller events can generally be successfully planned in two or three months. However, do not be complacent about smaller events requiring less planning time. At least one month before the event is scheduled, be sure to have finalized all of the major contracts (e.g., venue and vendor contracts).

Negotiate with Vendors Everything is negotiable, even if a vendor says that it is not. Prior to speaking with a vendor, determine your event's budget and make a list of everything you need from the vendor, then give them a dollar amount that is 10-15 percent lower than your predetermined budget. Remember that there will always be unforeseen costs (e.g., taxes, service fees, etc.), so allow yourself some wiggle room. Vendors know they have a lot of competition and will typically be willing to negotiate to get your business.

Take Photos Pictures are the best way to document your event’s success. You can assign this task to a specific team member or hire a photographer (if your budget allows).

Make it Social Leave a sign-in sheet for guests to provide their Twitter and/or Instagram handles. Consider creating a customized hashtag for the event and encouraging attendees to tweet and post photos to their profiles. Post pictures of the event on the client's website or Facebook page and allow attendees to tag themselves is a great way to increase your client’s social media presence, reminds Nathalie Bevis.