Anyone who is working in the corporate sector, whether it be a business owner, a manager, an executive or an officer, needs to know the basics on how to plan a corporate event. In the growing world of business, it is crucial that companies organize one or two corporate events a year, to maintain their position in the market and society as well as to gain reputation and new clients. Whether you are planning a product launch for 100 – 200 people, an exhibition that attract thousands of audience or just having an employee training or motivational program for 15 – 25 people, you need to know the basics of planning a corporate event, which are research, planning, coordination, evaluation and execution.
When you are faced with the task of planning a corporate event on behalf of your company, you must always keep in mind that the event will hold credit for every single employee who works there. From the cleaner to the CEO, you will be representing every single person who is involved in the company. However, once you break down the event to the above-mentioned manageable stages, no task will be too daunting. Hosting a corporate event allows you to strengthen your bonds with your clients, partners as well as your employees, so it is important that the execution is flawless when you host a corporate event. We hope that the following tips and ideas will help you plan your event perfectly and efficiently with everything in order.
Understand The Purpose
When it comes to corporate events, businesses host events for several purposes. It can be a product launch that will cater to 100 – 200 people, or it can be an employee training with only 15 – 25 people. Among these, the many purposes for corporate events are; exhibitions, conferences, executive meetings, motivational programs, as well as thank-you parties for clients and employee lunches, dinners or get-togethers. Whatever the reason, figuring it out is the first and foremost step when planning a corporate event. Afterwards, you can move on to the crucial task of the number of guests and the guest list.
Set A Budget
After you outline the purpose and the rough number of guests that will be attending your corporate event, try to set a realistic budget. If you are planning an event on behalf of your own business, then you will have no problem in setting a budget. However, if you are an employee and are planning on behalf of your workplace, consult the higher-ups on how much they are willing to spend on the event. Afterwards, allocate funds for each segment, but always leave about 10% from the entire budget for anything that may pop-up unexpectedly.
Decide On The Guest List
Figuring out the attendees for your corporate event is crucial. Consult with the higher-ups and anyone that may have an idea on whom to invite for the event. Even if it is your own business’s event that you are planning, always keep someone else by your side who has an idea on whom to invite when you are planning. Sending out invitations early is always a good decision because then people will have time to clear their calendars or RSVP you if they are unable to attend.
Pick A Venue
One of the most important tasks when planning a corporate event is picking out a venue. This depends on the purpose of the event and the number of guests, so, at this point, it will be pretty convenient that you have already decided on these. If you are hosting a product launch that will be attended by a near 300 people, try to pick out a large reception hall with proper lightings and technical facilities such as space to put up a screen or ability to install a projector. If it is a conference or an executive meeting, having proper furniture goes a long way, so try to find a venue that has all the required facilities.
Plan The Event Agenda
When it comes to corporate events, panning out the event agenda is always important. Consult the other people involved in the hosting or your higher-ups when planning the agenda because spokespersons and special guests are highly crucial. After the agenda is finalized, it is wise to print it out and send it to all the invitees along with the invitation so that everyone has an idea of what is going to happen. This will be easier when organizing the logistics as well.
The Menu And The Food
As in any event’ corporate or personal, food is one of the most important factors. According to the purpose and the number of the guests that are attending your event, decide whether it should be a buffet meal, snacks or light refreshments that should be set up. For large scale events such as product launches and conferences, a buffet meal might be the best idea because it will be attended by a large number of people. For cocktail events, you will need to plan on appetizers and hors d’oeuvres.
Entertainment
Based on the type of event, you may or may not need to plan entertainment options for your event. For product launches and cocktail events, a DJ or a band to provide music would be appropriate.
Planning any kind of event, not just corporate, must be done very carefully because you will be playing host to a large number of people. Among these people, there can be ones you know personally and ones you don’t know, so it is very important that you carefully cater to everyone’s needs effectively. Even though you finish the event successfully, you are not done yet. After the event, it is important to check whether all the vendors received their payments as well as checking with other financial matters so that there are no loose ends. Also, when it comes to corporate events, a post-event meeting with your team and the stakeholders is always recommended so that you can have a proper evaluation on the event you successfully hosted.
