Have you been chosen to program your company's next meeting? Have you just manned to form the next affair?
It is understandable if you are a bundle of nerves. Relax! Corporate event planning need not be the tortuous ordeal you think it is. Here are some tips for making the event smooth and successful.
Initial Considerations for Corporate Event Planning
Corporate event planning begins with a consideration of the look and feel you wish the event to have. Think about what kind of event are you holding, what the reason for the event or celebration is and what you wish to accomplish. Is it just conference management, or do you have to deal with arranging business accommodation as well? Keep in mind that a relaxed state of mind can help you make better decisions and plan more effectively.
Planning Your Event
The actual process of corporate event planning becomes easier once you have defined the basic parameters.
Make a checklist – Create a checklist to provide a step-by-step guide to organizing and executing a special event.
Make a budget – If you are organizing a corporate event, you may have already been given the budget for it. Ensure that the budget is specific, and include revenue opportunities (sponsorship, ticket sales, donations, etc.) as well as expenses (printing, permits, insurance, speakers, food, supplies, security, etc.).
Maintain a Record – This is important not only for the expenses, but for each activity you have undertaken.
Conference facilities - The location and site of the event are critical to its success. Selecting a site is more than just finding out available rooms. The factors that you may need to consider are room capacity, purpose of event, need for ramps, podium and stage, special equipment and furniture.
Have plenty of food and drinks – A critical factor for corporate event planning is the catering. The kind of food you will serve and careful decisions of whether it will be lunch, snack foods, dinner, buffet or a sit down, make a huge difference in conference management. If you intend to serve alcohol, you will have to ensure that there are designated drivers to transport those who may be drinking during the event.
Plan publicity and marketing - Great publicity and marketing are critical in successful corporate event planning. There are many different methods you can use. You can consider supplementing paid advertising with inexpensive fliers, handouts, email messages and word of mouth.