Pre-Planning Checklist for Your Corporate Events

One of the most important elements of a successful event is pre-planning. This process is essential to designing and executing a meaningful function that will benefit the overall goals of your business. Below is a checklist you can use to complete the pre-planning process for your corporate meeting, conference, or event.

Determine the purpose: Any event that you design takes time and resources to make it a success. You want to be sure that your function serves a specific purpose for your business or organization. Take time to determine what goals you hope to achieve by hosting an event. Your goal may be to provide an informational meeting, like a seminar. Or, you may want to provide an opportunity for social interaction with your employees and clients.

Once you have determined the purpose, you are able to design your event around that vision. No matter what the purpose for your event, clearly identifying your goals will allow you to create a meaningful function that will be beneficial to your business or organization.

Identify your target audience: You will need to decide who will benefit most from your event. The type of event you host will greatly influence your guest list. A good estimation of the number of guests you will invite will help you as you continue the planning process.

Choose dates: Successful event planning occurs only when the time is right. You must choose a date and time that is convenient for your guests and does not coincide with holidays or local and international events. The type of event you host will also determine the time and date that is most appropriate. A cocktail mingle is best suited for after the work hours while a seminar may be most effective during the morning hours when your guests are alert and engaged.

Determine your budget: Create a list of all expenses associated with your meeting or event. Include marketing expenses, accommodations, transportation, entertainment, food catering, taxes and fees, gratuities, and any other expenses you can think of. Allocate which expenses will be assumed by the sponsor and by the attendees. Compare your budget with those from previous events to gauge costs. An event planner is an excellent resource for assisting clients in determining a reasonable budget. Their expertise and experience in this area is extremely useful in planning expenses.

Outline your event: Create an outline of the activities for your conference or event. This allows you to determine what supplies are needed, make seating arrangements, create a timeline or schedule, and generate a vision for the big day. You now have some direction as you make final preparations.

Pre-planning allows you to narrow your focus and begin the design process of your event. It is often during this process that individuals realize just how much work is involved in planning and executing a successful event. Enlist the help of a professional event planner to assist you in any service you need. Planners provide a variety of services guaranteed to help you create an event that meets your goals and impress your guests.