Useful Tips for Planning a Corporate Event

Planning a corporate event takes a lot of work but if you get it right, it can be a memorable occasion for all the attendees. There are so many details that go into putting on a great corporate event and you need to address each one carefully to ensure that you tick every box. If you are new to event planning, it is really important that you give yourself enough time and resources to plan the event to make sure that everything goes off without a hitch.

To ensure that you have all the bases covered, here are some useful tips for planning a corporate event.

1. Identify the Event’s Goals

The first thing you need to do when planning a corporate event is to identify the goals of the event. Are you trying to boost team spirit or announce a new direction for the company? Try to approach your planning not as if you are just putting on an event but as if it is a live marketing opportunity. Keep the company’s brand in mind and make sure every element of the event reflects, enhances or promotes the brand message.

2. Calculate the Budget

When planning any corporate event, the budget is obviously going to be a major factor in what you are able to put together. If you are working for an external events planning company then you will need to have in-depth discussions with your corporate client about their expectations for the event and the money they are willing to spend. It is normal for clients to ask for more than they are willing to pay for so make sure you can give your client realistic quotes for everything they want. If you are planning an event for the company you work for, speak to your management team and set out a budget that can achieve the goals of the event.

3. Choose the Right Venue

The type of event that you are planning will obviously play a major part in the choice of venue. If you are planning a team-building event then paintballing or a scavenger hunt is ideal for creating bonds between employees. If you are organizing a company dinner with guest speakers and presentations then hotel conference halls are perfect for setting up tables with a stage.

4. Book the Entertainment

Entertainment is a huge part of any successful corporate event, and if you get it right, the event will be sure to stay in the memory of every attendee. There are many options for corporate entertainment from live music to stand-up comedy to dancers, so you will need to talk to your clients about what kind of entertainment they want. The timing of the entertainment is very important as it will help to set the right mood. Usually, you want to sandwich the entertainment with more serious talks or finish the event off with the entertainment so that the attendees leave feeling happy.

5. Organize the Catering

Choosing the right food will depend on what kind of event you are organizing for your client. If it is a black-tie event, then a three or four-course dinner will be the most appropriate. If the event is more laid back then a buffet will allow the attendees to pick at the food when they get peckish. Corporate catering can be very expensive so make sure that you set aside enough of your budget to cover the cost for all of the attendees. You will also need to ensure that there are different options for people who are vegetarian, vegan, or who have other dietary needs.

6. Decide the Schedule of Speakers

If you are planning to have speakers at the event then you will need to decide on the order. It is usually best to start with someone from inside the company, then bring on the guest speakers, and then finish with the head manager or CEO. This will ensure that the event has a nice flow and that the attendees stay engaged with the speakers.

7. Organize the Gift Bags

One great way to send your attendees away with a smile on their faces is to give them a corporate gift bag. Mix and match some of the business’s own products with some gift vouchers or custom ankle socks with your logo and other desirable items and everyone will be talking about your event for weeks to come.

Organizing a great corporate event can be a big challenge but it is also a rewarding one. Make sure that you fully identify the goals of the event before you set the budget and start planning everything. The right venue, food, entertainment, and speakers are all key elements which will ensure your event goes off with a bang.