Corporate events require meticulous event planning many months in advance especially if it is to be a large-scale event. Usually, corporate events can be categorised as conferences and seminars, a product launch and trade show, incentive programs and team building events, and press conferences or annual parties. While seminars and conferences do not require a fun theme as it serves a particular purpose such as business development in a particular field and happens in more than one day, they need more time to plan, normally a year in advance.
Product launches and trade shows do require a theme to highlight a particular product to make it more marketable. These usually include product endorsements from popular TV personalities that are present at the event. Team building and annual parties require a lot more creativity because it needs to be themed differently from those that have been held in the past. Adventure sports for team building events are highly popular because it does not only help develop team dynamics but also encourages friendly competition.
First thing is first. It is difficult to pull off an event if there is only one person doing everything. Ask office mates if they would like to volunteer in organizing the event and form your events committee. Once this is in order you can start the event planning process.
To start off with planning a corporate event, it is imperative that you have a rough estimate of the headcount, the budget and the timeline. The headcount determines the size of the venue that needs to be rented and the budget will be the deciding factor whether the venue you are looking at can be afforded. Plus venues only allow for a maximum number of guests so this number needs to be defined as early as possible. The budget needs to be clearly defined before all the planning starts because it is easier to work within the budget than to decide on the numbers later on. This helps in keeping all the expenses within the budget throughout the planning process. It will be helpful to keep an excel sheet where the budget is broken down into specific areas such as venue rental, food and beverage, decorations and activities. Make a planning calendar to help you know if you are right on track with the timeline set.
Once these are clearly defined, start thinking of the theme of the event. Yes, this has to come first before scouting for a venue so that prior to looking at venues, you already know exactly what you are looking for. For instance a Hawaiian or beach themed party needs to happen where they have a pool or near the beach. In a similar fashion, if adventure sports is the chosen theme for a team building event, then the venue should be able to accommodate all the sports you plan to have employees partake in. Again, when choosing a theme, remember to be practical and only choose something that can be implemented within the budget.
Now start your search for the venue of choice. This can be done by searching online or on foot. An online search is more advantageous since you will get to see what each venue has to offer without the need to drive out. Plus you get to read FAQs and customer testimonials that will help you make an informed decision. Prior to looking at the venue in person, give them a call and schedule a site inspection in advance. Ask what you think is essential. Once you visit the place, make sure to bring a camera so you have a visual aid on how you can spice up the place with the decorations for your theme.
Food and beverage or catering services can be done in-house or outsourced. Most event venues offer rent and catering as a package deal. Review this with your team and decide which will be more convenient and within the budget. Also decide the appropriate menu for the specific theme. For instance, if you decide on adventure sports, you have to have drinks and sandwiches handy all the time while events where you want people to mingle should be served with finger food.
Now that all these are planned, remember to send your invitations early. Surely, event planning corporate events should not be that hard as long as you remember these tips and are given ample time to organize them.
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