Corporate event planning is a tedious yet highly rewarding endeavour. The basic role of a corporate event planner is to make business meetings and events a success.
The scope of the project involves organizing and managing a wide range of activities and events for a company or business. These events can include conferences, seminars, press conferences, product launches, general meetings, annual Christmas parties, shareholder briefings, employee awards ceremonies, customer social events, and just about any event that involves a large gathering of employees, customers, investors, and shareholders of a company.
The basic goal of these events is to build strong relationships with all the members of a specific company.
There are many different aspects of corporate event planning, and these involve: logistics, marketing, presentation, and coordination. Among the specific tasks involved include: budgeting, canvassing of venues of suppliers, acquiring necessary permits, coordinating transportation and parking, arranging speakers and entertainers, setting up decoration, event security, catering, emergency plans, and coordinating the smooth transition of activities during the event.
Here is a basic guide to organizing a corporate event:
1. Come up with a Theme
Start your plans with a concept or theme and make it the starting point of everything else in the event. If the event is an awards ceremony, an example of a theme could be James Bond, where everyone dresses up in black tie and evening gowns. If it’s a seminar, an example of a theme could be “Managing Conflicts at Work.”
When you start your planning on a single concept, it helps you narrow down the details of the event, and makes everything easier.
2. Set a Budget
Always begin the planning with the budget. You have to know how much you can spend on your venue, food, decors, and every other detail that needs to be included in the event.
Set aside a specific budget for each aspect of the occasion and start looking for suppliers who can meet your needs within the given amount.
3. Canvass Suppliers
Once you know your theme and budget, it’s time you look for suppliers. Start visiting venues, setting up appointments with potential vendors, and discuss the details of the event, as well as the budget and terms of payments.
4. Look for a Caterer
One of the highlights of any corporate event is the food. You must look for a caterer that fits your budget and meets the demands of your theme and atmosphere.
You also have to consider your target audience. Ask if the employees or company guests have any demands in terms of the food to be served, such as vegetarian or vegan, or kosher. Look for a caterer that can meet these requirements.
5. Sign Contracts
Once you’ve chosen your vendors, set up a meeting to sign contracts and make your down payments.
6. Send out Invites
When the venue is set, the schedule, and the vendors are already booked, create your invites and send them out. You can make personal invites to bosses and send email or social media invites to employees and/or customers.
7. Designate Personnel on the Day Itself
Designate a specific person to take care of specific tasks during the event. One person can take care of the seat arrangements, while another can take care of the food, and another to serve as an errand person to make sure everything is in place and in order.