You have been put in charge of planning the upcoming corporate event. You are excited, but also hoping that you remember to cover all of the things that need to happen to make it a successful and memorable event. We have developed 7 strategies to make your planning easy.
7 strategies to plan your corporate event
1. Conceptualize your theme
Think about the type of people that are going to be attending your event. What type of event do you want to hold? Is it going to be a workshop or a cocktail party? Perhaps you are envisioning a company picnic or a more formal sit down dinner. Jot down your ideas and decide on one particular theme. Now you can brainstorm the various components to make this theme come to life; food, décor, music, guest speakers, color palette, etc.
2. Set your budget
Once you know how much money you have to spend on this event, it will help you to determine how much money you have for each category of your event; room rental, catering, entertainment, decorations, even possibly transportation for guests.
3. Start interviewing vendors
Leave yourself plenty of time in the planning process to visit locations and vendors that you are going to hire for your corporate event. You will need time to come up with your suggestions, pitch those ideas to get corporate approval and then go through the contract process to hire each vendor.
- Room rentals – This portion will usually be the largest category in your budget. Find out what the location can offer, and what options you have if you want to bring an outside vendor in. If this is your first time planning a corporate event, this article on Conference Space Rental 101 will give you some ideas on the questions to ask.
- Decorations – Creating the ambiance for your event will involve many components such as table linens, mirrors, plants, lighting, banners, signage, and much more. Cityscapes will help you to make a unique tie in with nature at your event. Take a look at our living art and flowering plants that will make your event memorable.
- Catering – Does your meeting space provide the catering, or do you need to hire an outside caterer? This article contains tips for catering your corporate event.
4. Send out the invitations
Provide your guests with all the information they will need to know about the upcoming event. Make use of your theme to get people excited. Let them know the date, time and location of the event. If transportation will be provided give the schedule and pick up details. If a certain attire is expected, share that as well.
5. Set up an information Binder
Keep all your important planning details in one place for easy reference. Have a contacts section that includes everyone’s information such as phone number, fax number, email, address, etc. Keep a copy of all the contracts in this binder so if any details need to be looked up you will have easy access. Keep your to-do list and timeline right in front of the binder. You will have a visual reminder of all the planning steps and their progress which will reduce stress.
6. Do a “week before” check and a “day of” check
Set time aside to confirm all the details of your event in plenty of time to make any last-minute adjustments. Call all your vendors and get an update from them on their progress for your event. Confirm the date and expected schedule.
7. Have an assistant to help you
On the day of the event, you will have a lot of responsibilities and problem solving to take care of. Find yourself an assistant ahead of time that can help you with running errands, making calls, and other tasks to keep the event running smoothly.
Your corporate event is going to be a real success if you follow these 7 strategies. If you have any questions, or if we can help with your planning in any way, please contact us.