Corporate Event Do's
Successful corporate events require a lot of thought and a lot of planning. Event planners, whether HR professionals or designated party planners, have several factors to consider when organizing a corporate event to ensure that the event serves its purpose and that your guests have a great time.
Purpose and Theme:
The first thing you should consider as you are planning your corporate event is the purpose of the event. This is answering the ‘why’ question behind your event. Are you celebrating a milestone? Bringing your employees together to communicate some important piece of information? Is the event for all of your employees or a select group within the company? Be precise in determining your purpose because all of your remaining planning will flow out of your reason for holding the event. This is also the point where you will likely want to consider the theme of your event. The theme sets the tone of the event and helps you in determining your event location, what kind of decor you want, any type of music you may want playing during the event, and even the type of food served at the event should you decide to include food as part of the event.
A vitally important element to consider after determining the purpose of your corporate event and its theme is your budget. In fact, knowing how much money you have available to spend on the whole event may help in determining the purpose and theme of your event or require you to rethink your purpose and theme. Either way, you want to make sure you can achieve what you have in mind with the budget you have available to you. Your total budget should be at the front of your mind during each step of the planning journey because you have to divide your funds between several different elements. For example, how much of your budget will you devote toward your event venue? How much of your budget will you devote toward food, decor, invitations, and music? It would be a good idea at this point to determine how you want your budget divided so that you know how much of your budget you ideally have to work with at each step of your planning.
The first thing to think about when it comes to your event space is the location. Important things to keep in mind during the process of searching for your event venue are how conducive the event space is to the theme of your event, the size of the event space needed for your event, whether or not the rental costs for the venue fall within your allotted budget, and any special accommodations your people might need. Parking for the event should be another consideration. You will want to determine if tables and chairs are provided by the venue or if you will have to make outside arrangements because this will also affect your budget. After you have chosen the perfect event venue, you will want to sit down with your budget and determine the elements you will need to make your venue represent the theme you have in mind. This includes the decor of the space, and music is a great way to set a certain tone as well. Will you want to hire a DJ for your event? That will be another budget consideration.
Providing food is always a great idea for a corporate event and something your people will appreciate you putting the time and money into. A consideration you will want to make at this point is the type of meal you will be providing. Will it be a buffet-style type of meal or the type of meal where your people will be sitting with a plated meal brought to them? Will appetizers or dessert be a part of the meal? Making these decisions will also help you in making decisions about equipment you might need for the night such as serving tables and types of dinnerware you may need. You also will want to consider possible catering options as well as whether or not you want to have a seating chart for your event. Of course, having a seating chart requires a bit of extra work in planning out where you want your people to sit.
There are a few other considerations you will want to make in planning your event. Think about invitations. What will they look like and what type of information will they contain? Your schedule should already be in place at this point. This may or may not be included in your venue, but you will also want to determine what technical equipment needs you may have for the event. These include things like microphones, speakers, projectors, and any other equipment needs you may have.
As mentioned, you will want to keep in mind any special accommodations any of your guests may need. To make the planning and execution of the event easier on you, it is a good idea to make a list of all the steps you need to take and delegate some of the responsibilities to other people. Corporate event planning takes a lot of patience and a lot of forethought, but with these tips you can make any corporate event a success and an enjoyable process along the way.