Planning an event or any kind of party is not simple. So much more if you are to organize a corporate party event. This is far different from the usual party and event that you have hosted. This time it involves probably your office mates, business partners, executives and perhaps the CEO and owner of the company. Regardless whether you are internally involved in the business or you are hired to organize the event for them there are still points to consider in order for you to nail that corporate event project you are given. You can start with event rentals until you completely covered everything that is on your list.
Plan it Ahead of Time
Starting early in the planning and conceptualizing an event will present you with a lot of benefits especially when it comes to time. Giving enough room for preparation means you do not need to rush things. Waiting time is invested in this, especially for confirmation and responses from your suppliers and guests. There will be a lot of coordination, meetings and site visits to attend to, therefore allotting plenty of time is very crucial.
Create a checklist
Making a list is what will make your task easier. When planning a corporate event it is very important to break down the top and the least priority. It will also serve as a guide to what you have already accomplished and the remaining things that need to be settled. Try this list:
- Important but not needed immediately
- Needed immediately, but not important
- Immediately needed and important
- Not so important neither needed
Form a team
If this is your first time to coordinate an event and the company do not have an event planning team yet, this is your chance to form one. By choosing people with special skills from different department there will be a lot of weight lifted off your shoulders. You can divide the tasks from the budget allocation to invitation and maintenance. With a lot of hands and minds working on your project, everything will be executed properly.
Once you already have the budget, consider what is most important on your list, of the company, and of the expected guests. It is also best to save some amount in case an unexpected expense happens.
Choose a Date
In picking a date of the event determine whether it will be held on a weekday or weekend. Is it a seasonal party? Is there any special occasion that can be significant to the event? Or you can run a survey which the entire company can choose what date they prefer to have the event. Once everyone has come up to a unanimous decision, block the date.
Scout for a Venue
Important points to consider in picking a venue:
- Facilities and amenities
- Event package (if any)
- Appearance or elegance of the place
Here are some of the most popular and common corporate event’s theme.
- Seminar or conference
- Benefit concert or show
- A Company retreat
- Golf tournament
- Recognition event
- Company anniversary or milestone
- Team Building
- Product Launch
- Board meeting and Stockholders meeting
By determining the theme you can easily decide what the appropriate decoration would be in the venue and all the things that are necessary.
The life of every party and event is the food. Scout a trusted and reputable catering service company that can supply what your event needs. Discuss with them the menu and drinks that are appropriate for the event. Remember, your guests will appreciate the party if they are satisfied with the food.
Does your event need a host? Is there a specific program to be followed? Do you prefer a live band, a DJ or just a basic music playlist? All these will depend on the theme that your company will be having. Still, go with the quality of the entertainment so your event will be lively and hype.
If you think you’ve got everything covered, then all you have to do it manage the event well. You can also coordinate with corporate tent rentals Rockland NY in cases you wanted to hold the event outdoors. Hence, make sure that you will also enjoy the party that you have organized from scratch. At least next time, you already know where to start and how to nail it.