Event planning can be very stressful and overwhelming. Are you excited to organize you company’s next awards banquet, open house or holiday party? These tips can help make the corporate event planning process goes efficiently.
What are the things that you should consider?
What look and feel do you want for your event? Who are the people you want to invite? What is the purpose of the celebration? What are the things you want to accomplish? What are your goals? Make sure that the occasion will generate enthusiasm, goodwill and excitement for your entire business. this must be a chance to strengthen your industry relationships and gain new customers and business partners.
How to start planning for the event?
After covering the most basic parameters, you can now start the event planning process.
1. Make a checklist.
Make a checklist for an easier event execution. As long as there is a step-by-step detail guide, then, everything will go on smoothly.
2. Set a budget.
Setting a budget means providing your event with a clear blueprint. The budget must be very specific, and come with a list of revenue opportunities. Would you consider donations and sponsorships? How can you gain more profit through ticket sales? Outline the expenses regarding permits, insurance, printing, food, beverages, speakers, security and other supplies. Track all the expenses and income. Also, it’s best to expect the unexpected circumstances.
3. Schedule facilities.
The event venue is crucial for an event’s success. Look for a location that will work well for your guests. The things you need to consider? Ramps, elevators, room capacities and outdoor spaces. Check if you will need a stage, podium or some special equipment.
4. Prepare plenty of food and beverages.
Contemplate on what cuisines you want to serve to your beloved guests. Will it be a buffet? What dinner, lunch and snack meals? What types of beverages would be available for everyone? If you are planning to serve alcohol, you may want to offer driving services to those who won’t be able to drive home.
5. Prepare the marketing and publicity strategies.
Good marketing and publicity are the keys to a fruitful event. There are various approaches that you can utilize to spread the word about your occasion. Target your advertising tactics accordingly. Supplement paid advertising with handouts, email messages and fliers.
6. Book an entertainer or speaker.
Are you planning to invite a facilitator or speaker to your event? Make your own research first to see if they will appeal to your target audience. Ask if they have some technical requirements and requests for their presentation. What about the transportation and hotel arrangements? Make sure everything is arranged properly. You wouldn’t want to make a bad impression to industry professionals.
7. Make parking arrangements.
If you are expecting a big number of guests, make sure that is enough parking slots for everyone. Parking slots must be very accessible to the exact event location. If you need some special equipment delivered, see to it that caterers and delivery trucks know the best place to unload.
8. Evaluate the event.
This is probably one of the most ignored, yet crucial event planning element. How will you know if your event was truly successful? There is only one way—evaluation. Try collecting feedback from your guests through social media or email. At this day and age, it’s very easy to put together a short online survey. You can do this days after the occasion.
Or, you can also print out an evaluation form, and personally hand them out at the end of the occasion.
9. Make reflections.
It is crucial to reflect for a while after an event. Read through the survey results and evaluation forms. Were your guests happy? What are the points for improvement? The answer to these questions can help the workflow of your other upcoming company occasions.