Planning an event for your business is a meticulous and complicated task. It can be very overwhelming for you and your team. Remember that these types of events are crucial because they can result to great business opportunities, help carve your name in the industry and improve your network.
Are you thinking of organizing your own corporate event? If yes, then you need to plan every detail meticulously and ahead of time. Here are 7 things by corporate event planning firms that you should remember.
1. Set the purpose of your event.
Why are you hosting this event? What goals do you want to achieve? Ask plenty of questions to yourself. The answers to these questions will help you organize your special corporate occasion efficiently.
2. Build an event plan.
You should not miss any part of your event, no matter how big or small. Make sure to create a detailed event plan. It must contain even the smallest event matters.
3. Set a realistic budget.
You need to have a realistic understanding of your event, and the costs that may come with it. Make a checklist of all the essentials and ask for quotations from several service producers. By doing so you can gauge how much you must allocate for each aspect of the occasion.
4. Draft your guest list.
How many guests are you planning to invite? How many confirmed their attendance? As much as possible, finalize this before booking your venue. Many things would depend on this, such as the budget, venue and event program.
5. Look for possible venues.
Pick a place based on the mood and purpose of your event. Never cram your guests in a very small space, and it is also not recommended to rent an oversized one. Select a location that can make everyone comfortable.
6. Draft the program and entertainment lineup.
This program is the reason why this event is happening. It must contain all of the things that should happen in the occasion. Of course, you would also want to book musicians or other entertainers for your guests’ enjoyment. It is recommended to break up the program into sessions or breaktimes, to allow everyone to focus on the next agenda.
7. Don’t forget to market your event.
Make sure to market your event in an efficient and timely manner. It’s never too early to promote the special occasion. Of course, you would want all the slots to be filled in the fastest possible time. If you are organizing a corporate event, think of the best way to communicate the message to the employees you want to attend.
8. Communicate with the guests before the event.
It is important to communicate the event’s message well to possible guests. They should know what you are getting them into. Try your best to create a buzz, intrigue and excitement on social media weeks before the occasion.
9. Prepare a backup plan.
No matter how meticulous and organized you are in event planning, at some point there will be unexpected changes and stressful circumstances. Save yourself from all the overwhelming situations by creating backup plans. It is possible for little mistakes to go unnoticed. Start your planning early and make rooms for a Plan B and Plan C.
10. Maintain a good relationship with your event planner.
Do you want to hire an event planner or plan everything all by yourself? If you want to save yourself from all the stress, and focus on much important things, then hire an event professional. Just make sure that you will be able to maintain a good working relationship with her. Keep an open and honest communication.