It goes without saying that planning corporate events can be a task at times! It’s a process that involves going back and forth with almost everything- the invites and confirmations, adding and eliminating things to fit your budget, items on the food menu- you name it! Given that it’s a corporate event, there’s less room for error. After all, it’s your one chance to make an impression. Make sure it reflects well on your professional chart.
There are a lot things that need consideration while planning a Corporate Event- the number of attendees, the purpose, the budget, the theme, the flow of the event, and so on. Finding the right corporate event venues and making sure that the event is well organised throughout is a huge responsibility. When you have 10 things on your plate, it’s only natural to be a little anxious about how things will unfold. To lift some weight off your shoulders, we, at Venue First have curated a list of tips on how to sail through stressful situations! Do consider them to make sure your event is a sweet success-
- Have A Clear Purpose
Why is the event organised? Is it a Corporate Party for your employees? Is it a Conference to discuss a particular subject? Is it an Informative Seminar or an Indulging Workshop? Be sure of why the event is being organised; understand the purpose and plan accordingly. Set a style, get your lists ready, set a convenient date and time!
- Set The Budget
Before you start checking things off your list, set a budget and stick to it. This is the only case where flexibility won’t work in your favor. Be mindful of the budget before finalising the corporate event location and the services required for the event. If, by any chance the services hired end up stretching your budget a little, set a nominal amount as the entry fee to give your attendees a better experience. When allocating the budget, prioritise; know what can wait and what cannot. Confirm the quotes for every service and negotiate where you can.
- Pick The Right Venue
Sometimes, the right corporate event space makes all the difference. While there are plenty of corporate function venues to choose from, it’s searching for corporate meeting venues that is often a hassle! Pick a venue that can be revamped depending on the kind of event you are organising. Make sure that the route to the venue is not complicated. The area of the venue needs to be spacious enough to accommodate everyone on the guest list. It should be well-lit. Not to forget, amble parking space!
- Divide Responsibilities
United we stand and divided? Well, in this case, divided we get things done faster! With many tasks at hand, it’s best to divide the Events Team into groups and allocate different responsibilities to each group. It’s easier to win a battle with all sides guarded!
- Choose A Creative Theme
You don’t want to wonder where you went wrong when you catch them staring at walls. Add the much needed spice to your Corporate Event! Brainstorm with your team and come up with a list of activities to keep the audience engaged. Hire a theme planner if need be. Make sure that the session is interactive to gain the audiences’ undivided attention.
- Make A Guest List
The first few people that need to go on the list are- the CEO, the board of members and other key people in your organization; keep them on the top of your list. Send the invites well in advance. Make sure that every person on the list gets that invite. The confirmation process, being subjective, takes time. Keep a track of the ones who have confirmed their presence. Come what may, leave no man behind!
- Make A List Of Event Activities
When planning an event, lists are a must! Make a schedule for list of the finalised activities. Make sure that everyone on the team has a copy of the schedule. Keep the activities as short as possible. Timing is everything. If the activity is more demanding and deserves more time, include breaks with refreshments to keep the audience active. Incorporate videos, fun facts and questionnaires to keep things interesting.
- Keep The Plan B Ready
When you are at a Corporate Event, being the Damsel in Distress is the last thing you want. Keep a Plan B ready in your back pocket. If the original plan somehow does not work out, the Plan B will be your knight in shining armour. As they say, hope for the best but prepare for the worst!