Planning a corporate event for hundreds or thousands of employees isn’t just about picking a date and catering a meal. It’s about orchestrating an experience that makes people feel connected, valued, and energized. It’s about ensuring the guest’s needs are met and being prepared for whatever surprises the day may bring. At RH Events & Catering, our team has over 30 years of corporate event planning experience. A typical day in the life of a corporate event planner varies depending on the season and where we are in the event cycle. Here is a look inside the day of an event planner on event day:
Priorities and Planning
By the time we reach event day, a few key things have already happened:
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- Vendors and staff confirmed
- Food ordered and prepared
- Site layout complete
- The load list is confirmed and loaded on the truck
Meticulous planning in the weeks leading up to an event is imperative to its success. With proper planning in place, event managers, vendors, clients, and staff have all the necessary information and tools for a great event run upon arrival. On the morning of the event, our managers show up early to the site and start setting up according to the site layout. It’s important to check on the items of high importance first, like power, water, and weather.
Event setup and preparation
Event setup and preparationCorporate event planners have strict timelines to adhere to. The more efficient things are, the better. Part of preplanning includes organizing the materials on the truck and labeling boxes to make setting up quick and easy. The lead event manager will start with a quick overview of the day and confirm everyone’s roles and responsibilities. Event managers will begin unloading the truck upon arrival and placing items in their designated area. The large items like tents, tables, inflatables, and grills are set up first.
Coordination and finishing touches
Once the large items have been staged, we start filling in the details. Prizes are displayed, food is cooked, areas are cleaned, and games are set up. Our goal is to have everything ready to go with food on the buffet lines 30 minutes prior to the event start.
The corporate event planner’s role is part traffic director, part coach: keeping everyone moving smoothly, handling last-minute questions, and making sure every vendor delivers exactly what was promised.
Event Time: Showtime!
Once the guests arrive, it’s all about execution and upholding a positive guest experience. A successful event feels seamless to the attendees with minimal wait times for food, games, and activities. Behind the scenes, the planning team is constantly monitoring, adjusting, and supporting where it’s needed. We’re managing timelines, resolving any hiccups, and ensuring that everything continues operating optimally.
Our goal is to keep things moving without a hitch, so the client can enjoy the event and look like a superhero to their employees.
Post-event Breakdown and Debrief
Post-event Breakdown and DebriefA successful event doesn’t end once the guests have left. Part of the corporate event planner’s job is to leave the event site spotless. We coordinate a fast, organized breakdown, ensuring that all equipment, décor, and rentals are packed up and accounted for. We make sure to remove all trash and give attention to areas that may require additional cleaning.
Once the site is cleared, we take a few moments to celebrate, then shift into review mode.
In the week following an event, event managers will review the entire event process to pinpoint what went well and what areas needed improvement. A successful corporate event planner is constantly refining their processes to ensure the best execution.
The RH Events & Catering Difference
Being a large-scale corporate event planner means mastering the art of making it all look effortless. Behind every memorable event is a team that’s passionate about the details and committed to making every client feel like the hero of the day. At RH Events & Catering, our team of event managers is enthusiastic about putting on great events and cares deeply about the ease, safety, and enjoyment of the event for all. They go above and beyond to ensure a great event experience. That’s the RH Events & Catering difference.
Ready to make your next corporate event unforgettable? Contact RH Events & Catering today and let our experienced planners handle every detail, so you can shine.
