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Your Vision + Our Expertise = The Perfect Partnership
Boston Corporate Events
www.swankeventsboston We do it all, and we do it well.

Corporate events, company outings, award galas, brand summits, company celebrations, and so much more.

04/11/2025

You hired an event planner. Now comes the part that determines whether this relationship will be smooth or frustrating: the initial briefing.

Event planners aren't mind readers. We can translate your goals into experiences, but we need real information to work with.

The clients who get the best results are the ones who share honest context upfront: the real budget picture, the actual decision-making structure, what past events worked or didn't work, and what success really looks like for this specific gathering.

The more transparency you provide from the beginning, the less time you spend dealing with misaligned visions and budget surprises later.

So what does your event planner need to know? Read our whole blog for more!

https://swankeventsboston.com/blog/how-to-brief-your-event-planner/

02/11/2025

If your event is happening in less than two months, you're already behind schedule. But you can still pull it off.

Here's what to prioritize when time is tight:

Venue and catering first. Everything else can be simplified or eliminated if needed.

Send RSVPs immediately, even if they're not perfect.

Hire day-of coordination. When you're short on planning time, you especially need someone else running things on event day.

Keep decorations minimal and focus on lighting instead.

The goal isn't perfection. The goal is creating an event that makes your company look good and gives attendees a positive experience.

That's still achievable even on a compressed timeline.

01/11/2025

Here's the thing nobody tells first-time event planners: you don't need to know everything. You just need to know who to ask.

Good vendors want your event to succeed—their reputation depends on it. Tell them it's your first time. Ask questions. Lean on their expertise.

The planners who struggle are usually the ones trying to figure out everything alone.

The ones who succeed?

They built a team of people who've done this before, even if that team is just their caterer and venue coordinator.

30/10/2025

Something will go wrong at your event. Not might—will.

The caterer runs late, the weather doesn't cooperate, or someone important cancels last minute.

The difference between a disaster and a minor hiccup is usually how you handle it.

Have backup plans for the most critical stuff (food and venue especially), stay calm when issues pop up, and remember that most guests won't notice the things that feel like huge problems to you.

First-time event planners who look like they know what they're doing all have one thing in common: they expected something to go sideways and planned accordingly.

29/10/2025

Here's what separates venues that work from venues that look good in photos: location.

If most of your attendees have to drive more than 30 minutes, you'll lose people. They'll have conflicts. Traffic will be an issue. The event that sounded fun suddenly feels like an obligation.

Choose somewhere central to where people actually work or live.

Accessibility matters more than aesthetics, especially for events with 200+ attendees.

And if you're torn between two venues? Visit both in person before you decide.

You need to see the lighting, understand the flow between spaces, and get a sense of whether it actually matches what you're imagining. Photos lie.

Your gut reaction when you walk in the door usually doesn't.

28/10/2025

Real talk: all-inclusive venue packages are often worth the extra cost when it's your first time planning an event.

Yes, you might save money piecing everything together yourself—separate rentals, separate catering, separate bar service.

But you're also managing five different vendors, five different contracts, and five potential points of failure.

When the venue bundles everything into one package, you're paying for simplicity.

One point of contact. One invoice. One less thing that can go sideways.

If your budget allows it, this is where to spend. Save your energy for the decisions that actually need your attention.

27/10/2025

The biggest mistake first-time event planners make? Taking the headcount too literally.

Your boss says "around 150 people" and you book for exactly 150. Then plus-ones appear. The sales team that couldn't make it suddenly has availability. People forget to RSVP but show up anyway.

Meanwhile, some people confirm and don't come. Life happens.

Plan for about 120% of your expected attendance. If you think 150 people will come, look at venues and catering for 180. You can always scale back closer to the event, but you can't magically create more space or food on the day.

This one buffer saves you from so many headaches.

22/10/2025

Just got asked to plan the company event? You're not alone. This happens all the time—someone organized gets tapped for event planning, even though it's nowhere in their job description.

The good news: you don't need years of experience to pull off a successful corporate gathering. You just need to know what actually matters and what you can ignore.

The difference often comes down to asking the right questions early and getting help with the right things.

https://swankeventsboston.com/blog/plan-corporate-events-with-no-experience/

04/10/2025

Spreadsheets work well for smaller events, but larger corporate gatherings benefit from more sophisticated tracking solutions.

Event management software often includes budget modules that integrate with guest lists, timelines, and vendor management features.

This integration reduces data entry and provides comprehensive event oversight in a single platform.

Cloud-based solutions enable real-time collaboration among team members while maintaining version control. Multiple people can update information simultaneously without the confusion of email attachments and merged documents.

Consider your team's technology comfort level when selecting tools. The most sophisticated software provides no value if team members avoid using it due to complexity.

The best budget tracking system for your organization is the one that gets used consistently by everyone involved in the planning process.

02/10/2025

The budget analysis you conduct after your event concludes provides more value for future planning than any other single activity.

Compare actual costs against projected costs for each vendor and category. Note which estimates proved accurate and which consistently over or under-projected final expenses.

Document any unexpected costs that arose and consider how they might be anticipated in future budgets. Weather contingencies, last-minute dietary accommodations, or equipment additions often follow predictable patterns.

Calculate cost-per-attendee and cost-per-category metrics to establish benchmarks for future events. These numbers help you quickly assess whether vendor quotes for similar future events fall within reasonable ranges.

This analysis transforms each event into a learning opportunity that improves your budgeting accuracy and vendor selection for future employee experiences.

And we have a free budget tracking spreadsheet you can have to help you keep track of all your event expenses in one convenient place.

Grab yours now!

https://swankeventsboston.com/budget-tracker

30/09/2025

Clear communication with vendors about your budget constraints often results in better solutions than trying to negotiate after receiving quotes.

When vendors understand your financial parameters upfront, they can propose alternatives that fit your budget rather than presenting options that exceed it.

A caterer might suggest family-style service instead of plated meals, or an entertainment company might recommend different package options.

This transparency builds stronger vendor relationships and often leads to creative solutions you hadn't considered. Vendors appreciate working with clients who communicate clearly about expectations and constraints.

Include budget ranges in your initial vendor conversations. Ask for multiple options at different price points to understand what trade-offs might be necessary.
Honest budget discussions early in the process prevent the disappointment and scrambling that occurs when preferred options exceed available funds.

28/09/2025

Did you go over budget on your last corporate event?

Most event planners know to budget 10-15% for contingencies. Few know how to manage those funds effectively.

Contingency funds should address genuine emergencies, not wishlist upgrades. Weather requiring tent additions, unexpected dietary restrictions, or equipment failures qualify as appropriate contingency uses.

Track contingency spending separately from your main budget categories.

This visibility prevents early depletion on nice-to-have items, leaving no buffer for actual emergencies later in the planning process.

Document what triggers contingency spending for future reference.

Patterns in contingency use help refine future budget accuracy and identify vendors who consistently deliver on their estimates versus those who frequently require adjustments.

Effective contingency management protects both your budget and your event quality when unexpected situations arise.

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Opening Hours

Monday	08:00 - 17:00
Tuesday	08:00 - 17:00
Wednesday	08:00 - 17:00
Thursday	08:00 - 17:00
Friday	08:00 - 17:00

Telephone

+19784900983

Website

http://www.swankeventsboston.com/

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