When it comes to planning a corporate event, you will face a lot of challenges. It requires thorough planning so that the event will turn out to be successful and unforgettable. When planning for such events, it’s important to ensure that you cover all the aspects of pulling it off — food, location, theme, and even foot and vehicle traffic management.
Whether you’re an experienced event planner or not, knowing the major steps in event planning is a huge responsibility to undertake. Thankfully, there are a lot of event companies that can make your job easier. Still, it won’t hurt to know the basics of events planning which you can use in the future.
Without further ado, here are some tips on how to successfully pull off a major corporate event (or any event for that matter):
- Choose your theme
Before anything else, it’s important to set the theme for the entire event. It also helps in setting the tone and mood of the event. If you have a client, make sure to ask them what would be their theme. From there, you can start developing everything – from food preparations, venue, attire, background music, and everything else.
- Set an initial budget for the event
Once you have already set the theme, you can now create a budget plan for food, venue rental and layout, invitations, giveaways, and additional workforce needed. Some events may also hire professional hosts/emcees, which means they should be included in the budget as well.
- Find reliable suppliers
Choose event suppliers with positive customer reviews so you won’t encounter problems, especially during the event itself, as much as possible. For example, determine the prospect venue’s rental costs and inclusions/add-ons. Some venues provide utensils and other materials, while some may require the clients to provide their own.
Will they also take care of the venue’s decorations, or will you have to bring in your venue designers? Likewise, it’s also important to have food tasting during meetings with your potential caterers. These are some of the concerns you should know when you set a meeting with event suppliers.
Once you’re satisfied with the suppliers, make sure both of you have a copy of the signed contract as agreed upon.
- Make a to-do list
Create a to-do list to check the important things needed for the event. When and how will the invitations be distributed? What time will the suppliers need to be at the event? What time will the event start? Are all of the guests have been attended to – given appetizers, assisted to their respective areas, etc.?
It’s also recommended to assign an errand person/coordinator to attend to the other items as per the checklist, while you can stay to monitor the entire event.
Sure, planning a corporate event can be nerve-wracking. However, by following the above tips, you will be assured that your event will turn out to be successful and a memorable one.