Have you been selected to plan your company’s next conference? Did you sign up to host the next party? Understandably, you are a lump of nerves. Relax! Planning a corporate event doesn’t have to be as much of an ordeal as you think. Some tips are to make the event run smoothly and successfully to make your event the best one till date.
Here are some initial considerations for planning a corporate event:
Planning a corporate event begins with considering the look and feel you want the event to have. Consider what type of event you are hosting, the reason for the event or celebration and what you wish to accomplish. Is it just about conference management, or do you also need to deal with arranging business accommodation? Remember, a relaxed state of mind can help you make better decisions and plan more effectively.
Planning your event professionally and carefully:
The actual process of planning a corporate event becomes easier once you have determined the necessary parameters.
Create a checklist – Create a checklist to provide a step-by-step guide to organizing and executing a special event.
Create a budget – If you are organizing a corporate event, you may have already been given a budget. Ensure the budget is specific and includes revenue (sponsorship, ticket sales, donations, etc.) and expenses (printing, permits, insurance, speakers, food, supplies, security, etc.).
Keep records – This is important not only for expenses but for every activity you have undertaken. This will help you keep track of all the different elements you need to consider and the progress you are making on them.
Conference Facilities: The location and venue of the event are critical to its success. There is more to choosing a venue than just the available rooms. The factors to consider are the room’s capacity, the purpose of the event, the need for ramps, a stage, special equipment and furniture.
Provide adequate food and drink – A crucial factor in planning a corporate event is catering. The type of food you will serve and the careful decision of whether it will be a lunch, snack, dinner, buffet or sit down make a huge difference in managing the conference. If you plan to serve alcohol, make sure designated drivers transport those who drink during the event.
Plan publicity and marketing: Good publicity and marketing are essential to a corporate event’s successful planning. There are many different methods you can use. You may consider supplementing paid advertising with inexpensive fliers, handouts, email blasts and word of mouth.
Speaker or entertainer – Booking a speaker or entertainer can be tricky and add to the cost. However, this can also make your event very successful. Weigh the pros and cons of a speaker or entertainer.
Arrange parking – All large events require adequate parking that is easily accessible from the event site. Make sure the parking is easily accessible and that people do not have to walk too far to the event site. If vans, caterers or special equipment will be brought to the event, make sure everyone knows the best place to unload.
Evaluate the event – An often ignored but essential element of corporate event planning is evaluation. Create an evaluation form to hand out at the end of the event. Make it anonymous and short. You can even ask for direct verbal feedback.
Finally, after your event, take time to reflect on it. Reflect on the entire planning process of the corporate event and the feedback you received. Were guests provided with comfortable business accommodations? Did your conference management ensure a truly successful corporate event? Looking back can help you continually improve your skills in planning and organizing.
