Essential Guide to Planning a Corporate Event

Most companies are bound to organize an event at some point. Corporate events bring together various organization members and therefore need intricate planning. Planning a corporate event requires different people or departments to work together for execution. Below is your essential planning guide to a great corporate function.

Understand the Type of Event

A company may have different events throughout the year, and these events could either be internal or external. For internal events, the target audience is generally direct company employees, including management and board members.

External events target a broader group of people, including other shareholders and partners. Once you know your company's type of event, you will know who to invite.

The type of event dictates the capacity of people at the event. Usually, internal events are small or mid-sized, while external events are large. Small events could be for a single department or a few members of each department. A mid-sized function is usually a few departments or the entire organization getting together. Large events commonly include the entire organization and other stakeholders and partners.

Know the Purpose of the Event

Before planning a corporate event, set objectives for the event. Corporate events are usually marketing events, company strategy meetings, annual general meetings, seminars conferences or workshops, or even company celebratory parties.

Every corporate event has varied objectives and requires different planning. Proper planning of events based on their objectives ensures everyone leaves the event with a similar takeaway and the company achieves its desired objectives.

Prepare a Budget 

A budget is crucial for the execution of any event. After all, everything costs money. The type and magnitude of the event are the basis of your budget. For instance, external events may have higher budgets than internal events.

A budget dictates location, suppliers, number of attendants, event materials and stationery, event set up, and décor. A budget will also allow for a seamless event, as you won't have to worry about what to cut out and what to include while planning for the event, though the budget should also be flexible.

Look for a Good Location for the Event

Where to have a corporate event is crucial. Corporate events can either be indoors or outdoors. Meetings, workshops, or seminars should be indoors, as the attendants may need desks, chairs, stationery, and projector screens to follow through. But, if the corporate event is a party, you should have it outdoors, seasons and weather permitting.

Compose a Running Order of the Event

Planning a corporate event can make one split hair trying to do everything simultaneously. Yet, that doesn't have to happen once you prepare a project sheet detailing all that needs to happen planning the event. The project sheet should break down each item by timeline and outline the person responsible for the action.

Communicate With Suppliers

Ensure that the event suppliers are well aware of the event's type, capacity, location, and objectives so they can facilitate the event. Elaborately explain your vision for the event to ensure the suppliers implement it articulately as possible.

Prepare Invitations and Market the Event

The list of attendants for any corporate event is very important. Spend time coming up with an appropriate guest list and sending out invites in good time to allow people to plan their attendance and RSVP in time. Also, market the event to make more people aware of your corporate event, which could lead to a great turnout at the event.

Enjoy the Event

If you followed the guide above, then the day of the event should be a breeze. Everything should flow smoothly! Nonetheless, arrive at the venue early to ensure everything is set up and everyone has played their role. Straighten any last-minute kinks, then kick off the event.

Planning a corporate event doesn't have to be a daunting task. Contact us today, and we'll help you plan, furnish, and supply your corporate event.