When it comes to planning corporate events, you need to lay out all the details and make sure everything is in order. From preplanning to the actual event, you need to organize the flow of the program without any disturbance or delay. To help you out, here’s a step-by-step guideline for a successful event:
Preplanning
STEP 1: Set Clear Objectives
The first thing you need to do before going to the actual plan is to set clear objectives. What is the purpose of the event? Is it for recruitment? Are they launching a new product? Is it a celebration for a new milestone? Jot down all the important details including your anticipated guests. This is important so you can determine the size of the event, and prepare a budget plan.
STEP 2: Select a Theme
Once you have finalized the prior details, it will be easier to choose the best theme that can match your event objectives. For more exclusive events like the celebration of the company’s anniversary or year end party, you can survey to get more feedback. Besides, the party is for the employees. It is best to ask them what they want or to expect.
STEP 3: Create a Budget Plan
This is one of the most crucial steps in event preparations. You need to be realistic with your budget. Make sure to prepare a financial summary for all expenses. Other than food and giveaways, you should also prioritize the location. For special occasions, consider looking for a private event space in New York. Check the amenities they offer. As much as possible, go for venues with a complete sound system.
STEP 4: Roll Out the Details
Communication is vital to the success of your event. The invitation must include all the important details such as proper dress code, date and registration time, parking policy, and others. Consider including a location map, as well. Make the official announcement a week before to remind the attendees about the things they need to bring or wear. Don’t forget to discuss the policy, as well,
STEP 5: Coordinate with the Host and Other Event Staff
By now, you should be working with the host and event committees regarding the program flow and other activities. Everyone should be on the same page so give clear instructions to the whole team. Emphasize the value of each role. Coordinate with the production staff, as well. Visit the venue day before the occasion so you can make necessary adjustments and last minute preparation.
Actual Event Reminders
All members of the event committee should arrive two hours before the registration time. If you hired catering services, they should be all set, as well. Rerun the program flow with the hosts. Check the sound system and communication lines with your team.
Organizing big events is never easy. You need to anticipate different behavior from your guests. Prepare contingency plans for any unexpected circumstances.
If the location is outdoors, there should be tents ready in case the weather goes bad. There should also be a backup sound system, and make sure there’s plenty of food.
These are just some of the things you should keep in mind when hosting corporate events. Again, plan ahead of time to avoid problems during the occasion.
