When it comes to planning a corporate event; there is plenty that has to be considered that one doesn’t always think of straight away. More often than not, there is more than one stakeholder involved and you find yourself having to go through several processes and departments within a company before being given the green light. Here are just a few corporate event planning tips to think about when planning your next corporate function to ensure it goes smoothly and you have happy clients – and guests – in the end!
1. Determine the Aim of the Event
First off, let’s discuss WHY. What is the aim of the event? What is it that your client is wanting to achieve by hosting this event? Is it a conference where they are wanting to showcase new software? Is it a year-end where their main goal is to celebrate their employees and all their hard work? Once this has been determined, you can work backwards and figure out the best way to achieve this end goal.
2. Establish a Budget
The second most important conversation (if not, at times, the first) is BUDGET. Whether you are organising a wedding, a media launch, or a 50th birthday party one topic that needs to be brought up very early on is how much your client is willing to spend on their event. From here, you as the corporate event organiser can manage expectations from the very beginning. While a tight budget can make an event planner’s job difficult it times, it also forces them to be creative and pull all their resources to put on one memorable event. These are the types of experiences that we learn best from!
3. Prioritise Expenses
Next up would be getting your ducks in a row. Make a list of what is needed to pull this off within the given budget and time frame. Right at the top of this list should be two things; a venue and food. The space you host an event is so important; about as important as feeding your guests. After that, you can look at what is needed in terms of furniture, décor, technical, ablutions, marketing, whether you need to arrange transport and accommodation for guests. The list goes on. Rather write down too many things and scratch out what is not needed, than forget something vital.
4. Rely On Your Team
One thing about this industry is that it requires TEAM WORK. There is no way you can do this alone. Get your team together and start brainstorming things like colour palettes, timelines of events, entertainment, site inspections and so on. Keep your clients in the loop along the way so that they feel involved; this will ultimately build a trusting relationship going forward.
There is so much to consider when planning a corporate event. This is just a very short list of a few important factors but there is plenty more that goes into it; being a corporate event organiser is no small feat but is oh-so rewarding.
If you’re feeling overwhelmed by the idea of planning a corporate event, remember that Urbantonic is here to help. We offer a range of corporate event planning services to make your life easier. Our team of experienced professionals can help you with everything from venue sourcing to entertainment, ensuring that your event goes off without a hitch. Contact us today to learn more about how we can help you plan a memorable and successful corporate event.