Hosting a corporate event can be an excellent way to bring employees together, promote your company, and generate leads. However, if it’s not planned correctly, it could be a huge (and expensive) disaster.
Whilst there are a number of popular services that people outsource in 2022 it may be that you wish to stay at the helm. That’s why we’ve put together this tailor-made guide to help you plan a successful corporate event.
What Are Corporate Events?
These are professional gatherings that are usually hosted by businesses or organizations. They can be held for a variety of reasons, such as product launches, company anniversaries, holiday parties, award ceremonies, and retirement parties.
Some common corporate event types include:
- Conferences
- Seminars
- Webinars
- Training sessions
- Team building exercises
- Press conferences
- Celebrations
Choose Your Venue Wisely
Your venue choice will play a big role in the overall success of your event, so choose somewhere that’s both professional and stylish. Firstly, you’ll need to make sure the venue can accommodate all of your guests comfortably. Second, choose a venue that’s centrally located for all of your attendees.
Third, take into account any guest’s special needs or requirements (e.g regarding mobility and access). Fourth, make sure the venue has the necessary facilities and parking. The internet can help you find a corporate party venue that staff will love, and there’ll be full and half-day buyouts available. You can access dedicated serving staff and party hosts and request custom experiences and upgrades.
Involve A Professional Event Organizer
This specialist can take responsibility for the event’s planning, execution, and delivery. Taking care of all the details will leave you free to focus on other aspects of your business. The event organizer will be able to provide valuable insights and recommendations. They’ll also have a network of contacts that can help you with everything from finding the right venue to sourcing suppliers.
It’s important to communicate your objectives and expectations clearly, so provide them with as much information as possible about your company and the event. It’s also important to work closely with them throughout the planning process. Finally, make sure you review the plans and proposals carefully before making any decisions. This will help you avoid any surprises or problems down the line.
Choose The Right Date And Time
You’ll want to make sure you pick a date and time that works well for everyone who’ll be attending. Additionally, make sure that it won’t conflict with any other events your company’s planned.
Don’t let it clash with any other major events that might be happening in the city. Finally, make sure it’s not too close to a public holiday or peak season. Once you’ve chosen the date, check the availability of your venue and book as early as possible.
Send Out Invitations And Create A Registration Page
You can use an online service like Eventbrite or Mailchimp to create your invitations and registration forms. This will allow you to keep track of who’s coming and what their specific needs are.
You’ll be able to budget more accurately this way, and also use people’s email data for your future marketing efforts. Give yourself plenty of time to promote the event, and send out reminders closer to the date.
Create A Detailed Budget And Timeline
You need to determine in advance how much money you need to spend on everything, and also keep track of your spending. When creating your budget, you have to include all aspects of the event, including venue rental, food and beverages, entertainment, décor, and any other incidentals.
Once you have your budget figured out, start creating a timeline for the event. This should include everything from booking the venue to sending out invitations. By having a timeline, you’ll be able to ensure that everything is taken care of one step at a time and that nothing is forgotten.
Plan The Agenda
This is arguably the most important aspect of any corporate event. It’ll determine the overall flow and tone of the occasion, so it’s crucial to get it right. Here are a few things you should think about:
- Start with the end in mind. What do you want each guest to take away from the occasion?
- Make sure there’s a good mix of activities. Too much of one thing (e.g., speeches) can be boring, while too much variety can be confusing.
- Build in some flexibility. There’s always something unexpected that comes up, so build in some time for last-minute changes or additions.
- Choose the right speakers. Make sure they’re engaging, inspiring, and relevant to your audience.
- Keep it concise. No one wants to sit through an event that feels like it’s never going to end.
Create A Catering Menu
The quality of the food can make or break an event, so spend some time coming up with a menu that will impress your guests. Enquire in advance about your attendees’ dietary requirements and plan accordingly. You don’t want anyone to feel left out or unable to enjoy the food at your event. Show off your company’s style by serving unique and interesting dishes that will leave a lasting impression on your guests.
The way the food is served can be just as important as the food itself, so make sure you choose a catering team that’s up to the task of presenting the food well. It’s also important to think about what kinds of alcoholic and non-alcoholic beverages you’ll be serving (you should always provide some non-alcoholic options).
You’ll also need to think about the logistics (e.g. seats, sound equipment, etc.), decor (which should reflect your brand), and entertainment (e.g. a live band or disco). When you put all these different tips into place, you’ll be more confident about your event planning. Whilst there may be a lot of time and money invested in this special occasion, your employees and other attendees will reap the benefits. If the goal is to generate revenue, there may be a measurable financial success that will benefit your company for many years to come.
