Corporate event planning can be daunting, especially if it’s your first time. However, with the right preparation and resources, you can pull off a successful event that impresses your team and helps them learn more about each other. In this post, we’ll discuss how to plan for all aspects of your corporate event from start to end.
Identify The Goal
The first step in planning your event is identifying the goal of your event. Ask yourself these questions:
- Why are we having this event? What are our objectives for it?
- Who will be attending, and what do they want from it or need from us as a company (e.g., training, networking opportunities)?
Once you have answers to these questions, it will be easier to decide where your focus should be when it comes time for choosing themes and vendors. Corporate event planning involves lots of stakeholders, from clients to bosses, and your job will be to ensure that all of them are satisfied.
Choose An Event Date And Time
This will affect everything else in your planning process, so it’s important to get it right! Oftentimes, with corporate event planning, the date and time will be pre-determined. The ideal time of year will depend on the event you plan to host. If it’s an annual company retreat or holiday party, consider planning it during warmer months when people are more likely to want to travel and, therefore, attend-your the event. On the other hand, if it’s something like a workshop or training session where attendance is optional (but still encouraged), scheduling during winter months might be preferable since fewer employees would need time off due to inclement weather conditions at home.
Plan For Food And Beverage
Plan for the food and beverage served at your event, especially if it’s an all-day affair. You’ll want to think about what type of food you want to be served (e.g., buffet or stations), how much time attendees will have between meals, who are going to be serving the food (you or an outside caterer), and where they’ll be stationed during breaks in between courses. 1. Determine the food and beverage budget: Before you start to plan for meals and drinks, it’s important to set a realistic budget that will cover all of the necessary costs. This includes not only the cost of groceries but also any extra fees associated with an outside caterer or drinks such as taxes and gratuity.
2. Choose a catering option: Will you be preparing the food yourself or will you hire an outside caterer? While this decision often comes down to budget, there are other factors to consider such as time constraints, type of event, and size of your guest list.
3. Plan out your menu: Once you know how much money is available for food and drinks, it’s time to start planning your menu. Consider dietary restrictions among guests, any allergies they might have, and if there are special requests from certain attendees. Make sure that there is something for everyone at your event!
4. Select beverages: Depending on the type of event, consider what kind of beverages you want to offer. This could range from soft drinks to beer or wine. Again, remember any dietary restrictions that attendees may have when selecting beverages so no one feels left out!
Secure A Keynote Speaker
The keynote speaker is often the most important factor in determining whether an event will succeed. A keynote speaker should be someone who is well-known in your industry and has a reputation for being a great presenter and bringing new ideas to the table.
It’s also important that your keynote speaker be someone your audience likes and respects-you want them invested in what the person has to say! Part of corporate event planning is making sure all entertainment fits with your corporate brand and is appropriate for the audience.
When looking for a keynote speaker, consider the following:
- What topics will they cover?
- Do they have a unique perspective to offer your audience?
- How long of a presentation do you need?
- How much time is available for the keynote presentation and other entertainment?
- What is the speaker’s fee/remuneration requirements?
- Does this speaker fit with your corporate brand and message?
- What other speakers will be present at the event and how does this speaker complement them?
- Are there any potential conflicts of interest or scheduling issues with this speaker?
- Does this speaker have experience talking to large groups of people or presenting at corporate events before?
Confirm Vendors And Entertainment
Vendors and entertainment can be booked in advance, but you’ll want to confirm your plans before you share them with others. You want to avoid having a band cancel on you or finding out that the caterer isn’t available when it’s too late!
The best way to confirm your vendors and entertainment is to speak with them directly. You’ll want to discuss the terms of your agreement, such as cost, availability, and any other details about their services. Make sure you ask for a written contract or invoice that outlines all of the conditions of your agreement. This will provide evidence if there are any issues down the road.
You should also double-check with the venue before booking any vendors or entertainment. They may have specific rules in place that need to be followed in order for them to accept certain vendors and/or types of entertainment.
Finally, it’s important to get references from past customers who have used your chosen vendors and entertainment companies. This will give you an idea of what to expect from them on your big day!
Get Help From A Corporate Event Planning Professional If You Need It!
If you’re feeling overwhelmed by planning your corporate event, hiring a professional corporate event planner is a good way to get started. A corporate event planner can help with all the details, from finding vendors and entertainment to ensuring everything runs smoothly on the day of your event.
A professional will save you time and money by doing most or all the legwork for their clients. They’ll work with venues, caterers, and other vendors to secure discounts, negotiate contracts, and coordinate activities such as transportation between venues; they’ll even take care of things like printing invitations or renting tents if necessary!
If money is tight, but you still want some assistance with planning? Consider hiring someone part-time who will only do certain tasks like finding locations or booking entertainment.