A corporate event can range from a day time picnic in the park to an evening formal black tie dinner. When planning your event you can do everything yourself or you can enlist the help of an event hire company. Your first step is to consider what the event is trying to achieve, whether it is a casual evening for staff or a Christmas break up, or if it is a formal gathering for managers and clients and the company is trying to ensure future business. Are the guests going to be a young crowd or is it a more mature set? Certain styles of events may be more appropriate for different age groups. Your choice of event and everything from the decorations, to the entertainment, to the food served will also depend on your budget.
Venue
The first thing to organise is the venue, and depending on the time of year, you may need to get in quick as the demand for your preferred location could be quite high. For example, around Christmas reception centres and function rooms have been booked out months in advance. You will need to choose a venue that suits the desired style of event. You may be planning a fancy black tie evening and a winery or function centre is appropriate, or a marquee on the beach will be an ideal location for your staff team building exercise.
Entertainment
To make your event really stand out don't overlook the importance of the entertainment. Once again keep in mind of who your guests are and organise entertainers that you know they will appreciate. Will the staff picnic include children? If so book the jumping castle and the pony rides. At a black tie dinner will there be speeches and a presentation or will there be time for dancing? Would your guests be happy with a DJ or would they appreciate a live band? Modern music or a classic big band? Think about what will really stand out in your guests minds and make your evening memorable.
Food
With a formal sit down dinner you will need to hire a caterer. A reception centre may include the cost of a caterer or you may have booked out an entire restaurant for your function. For a casual event a barbecue may suffice or even a spit roast served with salads and jacket pockets, which is a cost effective option. Remember, when planning the food provide alternatives for vegetarians and those with allergies. Importantly, serve food that will suit the occasion.
Prepare for the unexpected
To ensure a success evening and one that runs smoothly, make sure you are prepared for any problems. Work out what any likely issues could be and decide how you will tackle them in case something goes wrong. For example, if your event is being held outside then plan for a change in weather. Provide shelter in case it rains or stock up on sunscreen and insect repellent in summer. If you need sound or lighting equipment, or if there is going to be a visual presentation, then make sure you know who to contact if it suddenly blows a fuse or breaks down.
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