They say you can never be too organized, however if you’re anything but organized, corporate event planning or any other type of event planning may appear overwhelming. Nonetheless a quick read to this article can save you a lot of headaches.
Events are held for a number of reasons, when you host a corporate or industry event, you are essentially investing in the future, in your clients and your employees; this significan opportunity offers you to place yourself in a different playing field. Despite the reasons, there are unmistakable steps for arranging and planning a corporate event. From food, to location, to atmosphere, the perfect event takes planning and effort to come off seamlessly.
Making Lists, Checking them Twice
If the burden of planning a corporate event has fallen into your lap you are no doubt stressed out. It might be beneficial to hire an event planner, or a destination management company to help with the event.
Preparing your company’s event includes more than following a series of steps, it involves getting together every one of the pieces that will make up your event. What you want to achieve with your event? Ask yourself this question and begin to set due dates, organize meetings with stakeholders, determine a budget, negotiate proposals from venues, and confirm the event agenda. Checklists for all these elements will be lengthy but will help you to keep it well organized.
Stand Out From the Rest
To plan a formidable event, you need to understand first what is expected and what your organization want to get out of it. For example, coordinating an integration event that will help boost your company’s morale and productivity, or, if you’re looking for a chance to network with guests, you can include a pre-cocktail hour where everyone can jump from table to table and interact with others.
Schedule a time to sit one-on-one and ask for your employees’ input, give your team a voice and allow them to have a say in what direction you go, ask them what topics they think your audience would like to see or learn about, align multiple departments, collect the best ideas, and spark innovation. The more support you can get from the group, the better chance you have at participation and support across the organization. Create a checklist of goals and deliverables each person interested on this corporate event expects to see, and keep them in mind throughout the event planning process.
Come Up With Your Theme
Despite what the event is for – workshop, team building or networking – there should be a theme holding the event together. Settling on what your event’s theme is will guide all other aspects of planning. It sets the tone of the event and gives you a starting point when choosing décor, music, food and more. Carnival-type themes may work, casinos are also a popular favorite as well, just make sure that your theme is appropriate to the event and the crowd for which you are planning.
Set a Preliminary Budget
You won’t need to line every single item on the budget. You should, however, have a broad idea of how much will be spent all told. In addition, you should have some estimates of how much different aspects of the budget will cost, such as hall rental, invitations, lodging, food, entertainment and any other aspects that you would like to have for the event.
Look for Venues and Meet Other Vendors
For sure, you’ll need a space for your event, there’s no problem hosting it on your company’s facilities, but you might want to view other options and discuss hall rental costs and what is included, verify if the venue will provide decorations in case they are required, or if you have to supply/bring your own. Some venues have a wide assortment of items that you can use such as glass jars, lamps, mirrors, screens, etc. Other things that you might need to consider depending on the length and scope of the event are: audio-visual equipment, furniture and food. Arrange meetings with different vendors to get prices for services offered and get a wide number of quotes so that you have different options to compare.
Discuss the Menu With Your Caterer
Make sure to have alternatives for every dietary requirement, i.e: vegan, vegetarian, gluten-free, halaal, etc. Decide the time and how you want the food served. Will it be a buffet table or a sit-down meal? Do you want appetizers or canapes ahead of time? Are you considering a dessert bar for later in the evening?
Don’t Remember Days, Remember Moments
And nothing set the moment better than a good entertainment company that provides all the fun for your event. If you hire a DJ, and he just comes out and plays music, that might not be enough. The trick is to plan some activities, or supply a small “wow factor” without breaking the budget.
Karaoke is still stronger than ever, some people will jump at the chance to get their hands on the microphone and belt out their rendition of “Born To Be Wild”. A photo-booth is always fun, people can take fun pictures with their peers, or a whole department can jump in and create silly poses with provided props.
It truly is ideal to be excessively organized when planning an event. After everything has been checked off from your list, go back from top to bottom and review every step a double or triple time. Something will be lost despite maintaining a close eye on things, or you may find an exciting new element to add!
No matter what, relax, stick to your lists, and remember to have fun!