You may be a great party planner. In fact, you may be the socialite that your friends and family turn to for advice when they are trying to be the best host or hostess. But, when it comes to corporate event planning, you may find that it is a whole different experience. After all, not only is your reputation on the line with your colleagues and superiors, but the company’s reputation – and, potentially – your livelihood is on the line, as well.
You need your corporate event to be perfect and free of any kinks or mishaps. So, it is important that you don’t assume you know everything about corporate event planning. However, if you approach this task with good time-management, much dedication, and careful attention to detail, you are sure to impress everyone in attendance.
To help you out, we’ve put together some of the biggest factors you will want to take into consideration when planning your corporate event.
Pay attention to the budget
When it comes to corporate event planning, you are likely given a budget that you must stick to. As the organizer, you will have to determine how to best allocate the funds so that the entire event can be planned – without leaving any details untouched. This is tough to do for many people.
To make sure you stick to a budget, create it before you start formally planning. Call around to vendors to get a quote. Determine any entertainment, speakers, catering, etc. that you will offer and obtain quotes for that, as well.
Other costs to consider:
- Venue fees.
- Rental fees, such as those for tables, chairs, tents, etc.
- Marketing fees, including advertisements and signage.
- Goodie bags or various promotional items for guests.
- Decorations.
You never know when something else may pop up that you either forgot or were misquoted. Therefore, it is important that you add a bit of cushion to each quote you receive. That way, should your event flow smoothly, you will have a little left over in your budget to use for extra perks. Or, if you run into an emergency with your corporate event planning, you will have some money left to fall back on.
Find the perfect location and timing
When you start corporate event planning, know that location and timing are nearly as important as the event itself. After all, if the location isn’t convenient or the timing falls during a terribly busy time period, you are likely going to have very few attendees.
When determining the location of your event, you will want to first determine how many guests you expect to attend. That way you can rule out venues that don’t coincide with your needs.
You may also want to consider renting a tent for the event. Because they are incredibly versatile in any weather conditions, this will open your options for finding the best location. Clearspan temporary structures can be erected on all types of ground – which means you can hold your event in a park, a nearby vacant lot, or your own office parking lot.
The best part is that it will allow you choose the perfect size covered space for your guests.
Take a good look at the calendar and ask around – avoid planning your corporate event around any big holidays, popular vacation times, or busy corporate deadlines. The more you avoid these times, the better your attendance.
Keep your space comfortable and functional
During corporate event planning, you want to create a space that is both comfortable and functional for the attendees. Very few people enjoy spending more time with work then they have to.
The least you can do is make them comfortable while they are there. However, you also want to make sure the space is functional for what you are trying to accomplish.
For example, if you are hosting the event for corporate employees to kick back and mingle with one another, then you are going to want to provide a space when interpersonal communication can take place.
Arrange seating so this can happen and keep any entertainment at a decent audible level. Or, if you are hosting a corporate event such as a trade show or the like, you may have to forego a bit of the comfort to allow for the perfect layout of vendor tables – designed to keep guests moving through the venue.
The idea is to make sure that your guests comfortable while you achieve the results you were looking for from the event. If you choose to rent a tent, you will find this step a bit easier. You can customize your tent exactly how you want it – even to include side walls, flooring, and climate control.
Don’t forget the marketing for the event
If you don’t market your event, you will find that your attendance will be low – or non-existent. So, when planning for your event, make sure you are planning for the marketing, too.
You may use a variety of platforms to get the word out about the event, such as email, TV or radio broadcasting, social media, U.S. postal mail, etc. And, the method you choose will greatly depend on your industry.
Have fun with this portion of planning. Don’t just send out one notice to your intended guests.
Instead, build interest over time using the outlet of your choice. And consider offering a giveaway or something to entice your hopeful guests.
The more you invest in marketing, the better chance you have of the turnout you are hoping for.
Stay on task during the corporate event planning phase
Corporate event planning can be time consuming and overwhelming. It is easy to start planning so early – then begin thinking you have so much time and push things off until another day.
Before you know it, you will find that you are panicked and stressed because you didn’t stick to your time-management deadlines.
Don’t leave anything to chance when it comes to corporate event planning.
Stay focused, follow your plan, and keep trucking forward. By doing so, you will create a corporate event that you – and everyone around you – will be proud of.