Top Things To Consider When Planning A Corporate Event

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Who doesn’t enjoy attending energetic, fun and exciting corporate events? They are fun for everyone involved, both employees, managers and special guests. They are the perfect moment to reconnect with colleagues, discuss personal matters and create friendships. But corporate events require a lot of work and planning. Selecting from a list of corporate event venues, food and beverages, speakers, music and a plethora of other items, all require a lot of time and energy. There is a lot of work, and most guests don’t even realize this.

But how do you find the best and unique venues for corporate events? How do you plan an exciting, fun corporate event for anyone to enjoy? Here’s a short guide that can help you out:

Define The Goals Of The Event

You can’t start working on a corporate event without having a list of goals and objectives. What do you want to achieve? How do you want it to look? What is the scope of the event? These are just a few questions you will need answers to before starting the actual planning work. You must know exactly who will be the guests, what will the party be about and what is the final objective. Each different objective requires a different plan, scheduling, and approach.

Your Target Audience

This is similar to the goals of the corporate event – you can’t have a successful event without knowing and understanding your target audience. You must have a good grasp of who they are, what they want, what their preferences are and what they expect to see and experience at the event. Make sure you know their age, interests, education, occupation and what they want to learn or see at the event. This will help you create a list of guests and potential speakers for your corporate event. It will also help you select the best corporate event venues.

Scheduling – Determining The Time And Date Of The Event

This is very important, especially when it comes to selecting the venues. This is because most unique venues for corporate events want to know the precise dates and times for your event before signing the deal. These venues are always in huge demand and you must know the dates of the event before renting the space. It will also help you increase the event’s turnout – more people will come to your event if they know the dates precisely. Make sure to consider holidays, special occasions and slower times in the industry. Consider what your audience prefers, which period of the year or what time of day. These can vary a lot depending on the guests and the corporate event venues you choose.

Budgeting

As you already probably know, planning a corporate event can cost very little or.. very, very much. The sky’s the limit with corporate events, and the lowest budgets can be really low. Ideally, you will want to host an event that is medium-sized and should focus on good, unique venues for corporate events. To prepare the budget, you must keep track of your finances. Budget for every major element – the venue, the food, the drinks, giveaways and gifts, prizes, staff, audio-visual equipment, and marketing. If the corporate event is done for a client, make sure to keep them updated about the costs every few weeks. Make sure they know if anything major changes or if the budget is too low.

Inviting A Guest Speaker

Most corporate events can benefit a lot from inviting a guest speaker. This is a key component for the successful corporate event – in some cases, this is the make or break element – the deal breaker. Your guests will come for the speaker or they won’t, depending on who you invite. Of course, some corporate events don’t need a guest speaker.

However, if you choose to invite a guest speaker, ask for confirmation from their staff. Make sure you budget this aspect, as some speakers can ask for a lot of money. Once the guest speaker has confirmed the invitation, make sure you respect their requirements (accommodation, fees, food, and beverage) and you follow up regularly. In some cases, the speaker will ask for special support, such as transport, audio-visual equipment, and special assistance. Make sure you can provide all these services before the corporate event.

Planning The Menu

The food and beverages are critical components of any event. Every guest will remember the greatness of the event, especially if the food and drinks were good. This is especially true if the event was quite long and required multiple meals.

In order to plan the menu, you’ll have to determine the time of day that the event will take place. For instance, a morning event will require a simple meal plan – similar to breakfast. The drinks will also be simple – tea and coffee, water and other drinks are enough. On the other hand, if the event happens during lunch hours, the meals must be more elaborate and the drinks must be more diverse. A dessert may also be required. The same goes for evening events – dinners should be more inviting and drinks must include wine and other alcoholic beverages. Make sure to always include options for vegetarian or vegan guests, as well as options for people with allergies. Also, if you want to serve alcoholic beverages, get a liquor license; keep in mind that there are additional responsibilities if you want to serve alcohol to your guests.

Sending Out Invitations

Once you have everything in check, it’s time to send out the invitations to potential guests. Fortunately, there are many ways to send out invitations – you are not limited only to physical greeting cards. You can send them online (email, social media and other instant messaging services), via postal mail or face to face. Be realistic about the number of potential guests – always choose corporate event venues that can accommodate the number of guests and the activities involved. Make sure the invitations are appropriate for the event and the guests know when it is scheduled and where.

James is a blogger who loves to explore new things. His passion for helping people in all aspects of daily things flows through in the respected industries coverage he provides.

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