27 Jun How To Successfully Plan An Interesting Corporate Event
Regardless of whether you got stuck with the task of arranging a corporate event or you are a professional planner, full knowledge of how best to plan an exciting and successful corporate event can prove extremely tricky. To be sure you cover all the details required for a seamless event planning experience, listed below are some of the factors to consider.
- Develop your theme
For cocktail parties as well as company or workshop picnics, setting a theme provides the event with a tone and offers a starting point when selecting the menu, music, and decor. Be sure to come up with a theme that is appropriate to the attending crowd. To get you started, a variety of theme ideas are available online.
Determine the menu as well as the timing and manner of service with your caterer. Decide whether the event will be a sit-down or buffet plated meal and if you will do appetizers or dessert. Be sure to iron out the exact details, as well as timing to ensure it is not possible for your guests to go hungry at any point during the event. Find out if you have to provide service-ware for food or whether you can rent linens, napkins, plates, and silverware at the venue. Confirm whether food has to come from that particular location or if you can bring along an outside caterer. Meet potential caterers to determine their prices and also to taste their food if outside catering is a possibility.
- Possible locations
Start by making appointments to view available venues and look for vendors who recommend locations and rooms that include details. Discuss the rental costs of the room as well as what the fees include. Determine the hours you can access the venue and whether you can start decorating and setting up on the eve of the event. Confirm whether the location includes security for your event to not only protect yourself from liability but to also help eliminate the possibilities of gate crashing. Some facilities include a wide variety of useful amenities and services, making it an excellent idea to focus on the details before settling on a location.
- Set a budget
Set your preliminary budget through determining the amount youcan spend on room rental, food, invitations, entertainment, and any other possible additions for the event. While envisioning the corporate event, you might discover costs are steadily adding up to a price that is beyond your means. In such a case, find a way to acquire the extra money, or scale back your plan. You could consider seeking sponsorship for the event depending on the type of event. This can be done through a partnership with vendors or suppliers, and advance sale of tickets.
- Time the event to perfection
Timing is quite important for the success of any corporate event. Consider the key dates such as annual community event days or holidays that may compete with your selected date or chosen theme. Think of the time needed by attendees to enable them to plan their attendance depending on their various commitments. Consider the time you will require to plan and prepare for the entire event.
- Figure out the scope of the event
Gather necessary knowledge on whether you will require entertainment, refreshments, workshops, or speakers. Be sure to scale the scope of the event to your level of experience. For those who have never successfully planned a corporate event, refrain from trying to host a business conference lasting the whole day for hundreds of attendees inside a hotel ballroom. An hour’s workshop at your office might achieve the same goals.
Other notable details include;
- The signing of contracts with vendors, ensure you retain a copy.
- The acquisition of matching decorations for the event’s theme.
- Creating and sending out invitations via a reliable mode.
- Create a countdown list for the time-sensitive details.
- Checking and double checking every detail to be sure you do not forget anything.
- Have a designated errand person so that you can orchestrate the event from the venue even when any additional issues need attention.
Adherence to these simple steps will enable you to plan the most Interesting corporate event of your life successfully.