6 Tips for Planning a Corporate Event

Working in the corporate sector is more than clocking in and out of work. You also have to make room for corporate events. These parties hold immense significance for your organization. They are a way to show your employees how much you appreciate their work with a hard-earned dinner and pave an opportunity for big-time investors to see your company’s potential. Therefore, it’s natural to feel stressed and fuss about planning this event to perfection.

A memorable corporate event gets praised fondly for years to come. In this age of social media, you also get to immortalize a successful celebration online. So, you can’t hold back when it comes to planning the perfect get-together. Therefore, to help you make the best of your night. Here’s what you need to do:

1.     Have A Rough Outline Of Your Event

Before you start making important decisions, such as the kind of purchases you need to make, you must have a rough draft of your event. Even if everything you list down doesn’t make it to the actual party, it helps you understand what’s feasible and what looks tacky. An outline also informs you if you need to make advanced bookings for entertainment purposes. Singers, celebrities, and performers require reserving ahead of time, or else you miss your window.

Even if you wish to Hire magician, make the call right away. These highly sophisticated professionals do tricks that you cannot witness at ordinary parties. Advanced magicians paint pictures of illusions that keep spectators on the edge of their seats as they watch the complex domino of tricks unravel. The culmination of these shows always ends with thunderous applause. Of course, along with entertainment, you need to shortlist the venue, menu, and the kind of decorations you want. So having a plan is always a good start.

2.     Have A Budget

Corporate events can get exuberant if you’re not careful with your money. Appointing a budget helps you stay on track and look after your guests without compromising on the quality of your party. A standard hotel in London with a private conference room can cost you £200 easily. So, if you’re planning to go big and hold a function spanned over several days, expect to pay more. You can’t bargain on the food. While most catering companies charge you per person, you may have to be at least £15 per guest or £30 if you plan to serve buffet style. Appetizers and hors d’oeuvre get charged separately. Thinking of the menu will shape your budget tremendously.

Setting up a sound system can quickly go up to £600 and above, depending on what you’re getting for the night, the size of your venue, the number of microphones, and if you plan on live music. You will need security, and high-end companies will lend you the best for at least £25 an hour. The more you add to your event, the more the costs. So decide how much you’re comfortable spending and how lavish your event will be, and call up all the relevant services to match the pricing.

3.     Narrow Down on A Location

The area where you throw your event needs to be ideal. You don’t want a shabby hotel or big ballroom with few guests. At the same time, you want the venue to be at a reasonable driving distance. Therefore, pick out the best hotels in the vicinity of your liking and always check out the ambiance to see if it suits your event. If you’re doing an outdoor get-together, you need sprawling green grass, the sound of nature, and a detachment from traffic.

If it’s an indoor show, you will need ample space and a high-rise ceiling to have an extravagant party. There’s a high chance you may need to live stream during the party, so look into wifi services, and if you can provide a private VPN connection for security purposes, do so. Some venues are also following still Covid protocols. Ensure you’re not violating any rules and go over their conditions before booking them.

4.     Picture Your Guest List

It’s imperative to think about who you want at the corporate event. For example, are you planning to keep it exclusively C suite executives, or do you want it to be a balance of your employees and highly credible professionals? You also don’t want to invite more than capacity, therefore, ensure you consult with the venue’s management about your estimated guest list. Once you have all your guests in mind, send them an invite at least three weeks prior.

The corporate sector is busy, and distinguished investors are always on the go. If you want them to attend, you will have to accommodate their schedule. First, however, you need to decide if you wish to invite your guests via email by an e-invite or send out a paper invite which may cost extra but looks exceptionally formal.

5.     Rely On Teamwork

As much as you want to be a one-person army, managing everything on your own can give you burnout. It would be best to delegate so you can arrange for every imperative item for your event. Whether you’re doing a product launch or a conference. A well-structured team can make your work easier for you. Instruct your workers on how you want the product to get placed, what the goody bags need to look like, and your current marketing strategy. It will help if you keep an open mind and listen to brighter and more creative ideas.

Compartmentalize each team and make sure your workers only do the project they get assigned without interfering with responsibilities that are not theirs to handle. At no point should you micromanage. Instead, let your team manage their tasks. However, develop a contingency plan if a venue, performer, or catering company cancels. Your guests can also send in the last-minute cancellation. Under those circumstances, send them a gift bag to remind them how much your company missed their presence.

6.     Hear Back From Your Guests

Once your party is up and running, you should take the opportunity to socialize and build connections. Listening to what your guests say can give you ideas for your next event. It also helps you tone down planning and stick to features that make the celebration livelier. Of course, the best way to get your guests to speak their minds is through a survey form.

Google offers the option to create one and send it through emails. You can fill out the questionnaire as you desire and leave a section for your guest to fill. An attendee who appreciates your gesture should get a call or a personal visit from you to extend cordial relations. Every attending person should receive a thank you card and a goody basket. This allows you to headline your organization while giving space for a friendly link to develop.

Final Thoughts

A corporate event is a pivotal function for your organization. Therefore you need all hands on deck to execute the perfect party. Planning every inch of your get-together to the T is the only way you’ll have success. So start looking into booking and reservations, especially if you want highly recommended professionals to grace your event. A realistic budget allows you to bring your vision to life without cutting back on the quality of your celebration. When writing a guest, place your exclusive guests on the top and send them an invite right away.

The location makes all the difference. If your guests live on the other side of town, it will make it difficult for them to attend on time or attend at all. The best spot is always at a manageable distance in a maintained area. Significant events need teamwork, so you can shed off much of the word load by assembling creative individuals. Finally, indulge your guests one last time after the party. This shows your care and consideration and makes you popular among your attending members.