There are countless moving parts to manage in the world of business events. While the glamorous side of event planning often takes the spotlight, the behind-the-scenes paperwork is what truly keeps everything running smoothly. In fact, one of the golden rules in this business is: “Get it in black and white.” Contracts, emails, checklists, and more may not be the most exciting aspects of event planning, but they are critical to ensuring success and avoiding last-minute surprises.
Here are some essential documents and why they matter:
1. Agreements and Contracts
At the heart of every business event is a solid agreement. Contracts establish clarity and accountability, covering essential details like:
- Duties and responsibilities for both parties.
- Terms of payment.
- Date, time, and location of the event.
- Specific deliverables, such as catering, AV, or decor services.
Without a signed agreement, misunderstandings can arise, and it becomes challenging to enforce commitments.
2. Email Recaps
Frequent calls with clients are common when planning an event. However, verbal agreements can often lead to miscommunication. This is why sending a written recap after every call is crucial. An email recap:
- Summarizes key points discussed.
- Highlights any decisions made.
- Provides the client an opportunity to clarify or correct any misunderstandings.
For example, if you and the client discuss a change in the event theme, this should be documented in an email to ensure both sides are aligned.
3. Checklists
In event planning, the phrase “more is more” applies to checklists. A comprehensive checklist ensures nothing falls through the cracks. Include details like:
- Themed dinner concepts or decor designs.
- Exhibition booth layouts or technical requirements.
- Task assignments and deadlines for team members.
If visuals or graphics, such as mood boards or renderings, are available, attach them to make your checklist even more effective.
4. Preliminary Budgets
Before issuing an invoice, provide your client with a detailed budget. This document:
- Breaks down all costs, from decor to logistics.
- Ensures the client agrees on quantities (e.g., “20 awards or 23 awards?”).
- Helps avoid discrepancies or disputes later on.
Presenting a budget ahead of time builds trust and reinforces professionalism.
5. Project Timelines
Time is precious in event planning, and a clear project timeline keeps everyone on track. This document should:
- Include all major milestones, such as design approvals, production deadlines, and rehearsals.
- Align the expectations of your team, vendors, and clients.
- Provide realistic deadlines to avoid last-minute rushes.
For example, if an exhibition booth design needs to be finalised 4-6 weeks before production, include this deadline in the timeline. To avoid delays, all parties must understand and agree to this schedule.
6. Additional Paperwork
Beyond these key documents, here are a few other examples of paperwork that can make or break an event:
- Vendor agreements and service orders.
- Risk assessments and contingency plans.
- Permits for venues, road closures, or pyrotechnics.
- Post-event feedback forms and reports.
Why Paperwork Matters
While paperwork may not seem exciting, it’s the backbone of a well-executed event. It provides clarity, prevents misunderstandings, and ensures everyone—from your client to your team and vendors—is on the same page. These “boring” tasks lay the foundation for seamless execution and allow you to focus on delivering an unforgettable experience.
Take the Next Step in Mastering Business Events
If you’re ready to dive deeper into the essentials of event planning and master the skills that truly set professionals apart, join my course, Business Events 101. You’ll learn not just about the glamour of gala rooftop dinners or luxurious river cruises but also the critical, behind-the-scenes processes that make these events a success.
Remember: strong foundations lead to extraordinary events. Let me help you build yours!
