People don’t appreciate how hard it is to produce a company event. Not because of the complexities but because the logistics.
An event with just four vendors; catering, venue, DJ, Transportation. For each vendor you’ll need at least ~3 valid proposals. Getting 3 proposals will require you to talk to another 6-7 that were crossed off due to price, timing distance, etc. That’s about 40 interactions. For each vendor you need to explain the requirements, get documentations, sign a quote, back and forth with what they have vs. what you need. And of course, when the big day approaches you need to call to orchestrate their interactions and make sure it all works as planned.
The other half is the internal effort that includes budget and schedule negotiations. You need to verify who’s coming and communicate the needed information to all the parties involved. Yes, 8:00 am. Yes, here at the office. No, you can’t bring your dog. And of course there’s the post event tasks, vendors need to be paid, receipts collected and an event-review on what worked and what didn’t.
You may think “well, that’s the job” or “there must be a better way”, in truth, like many other aspects of our modern job, this could have and should have been made easier. Except it’s not.
Technology could have helped you with:
Automating invitee touchpoints interactions with employees can be automated. You can set up “coming soon notice”, “save the date” and “reminder to RSVP” email campaigns.
If we take that to the next level, there should be a mini-site with all the event information that invitees can tap into and have all their questions answered so that you can focus on what’s important.
Automating vendor process – If we turn this process around we could communicate our needs one time for all the vendors. Communicating to each vendor separately is simply a waste of time. There should be a way to say everything once.
Automating proposals comparison – instead of manually creating a comparison list of all the features, there should be a way to auto compare proposals. Not just the final price (that’s easy) but the small details: does the service include cleaning, parking, vigan dishes etc,? It could really be as simple as a side-by-side comparison that will help you make a decision in minutes.
Automating Insights – Ideally you’d have a way to ask for structured feedback right after the event. You would get feedback on the food, the venue, the content, etc. The feedback could be neatly displayed in a dashboard that you can share with management. After a few events the data can also be used to gain important insights: what works best for your company, indoors vs outdoors, spouses or without, dancing or not so much?
With each event, you data about what can make the next event a huge success.
Automate user information
Okay let’s just say it, there has to be a better way to get participants information. You can’t be expected to chase people down or keep blasting out mass emails like last call for RSVP or Dietary needs. Each invitee should easily be able to enter their dietary constraints, number of arriving people etc.
As you can tell we are passionate about this so that’s why I’d like to offer you free access. You’ll get early access to an office planner that covers all of the above and more. No strings attached, no commitment.