Tips for Planning a Corporate Event

No corporate event coordinator wants to be responsible for a corporate event gone wrong. Planning corporate events can be a daunting task, whether you work for a large corporation or run your own small business. The pressure is on to make sure every detail is accounted for, the food is tasty, the drinks plentiful, and the guests entertained. Luckily, we’ve got some helpful tips for corporate event planners that are sure to help your next event go off without a hitch – no matter how many attendees you have.

  1. Define your Purpose
    Understanding what the event is about will greatly determine how you approach planning the event. If you are tasked with the coordination of an awards ceremony your approach to entertainment, food and beverage is going to be vastly different then if you were planning an event for a company picnic. Talk to your boss or contacts to determine what the event is about.

  2. Determine Your Event Budget 
    Determining your budget can be a big undertaking when planning a corporate event as there are many things to consider from food costs to event/banquet hall fees. To help determine the events budget start with asking the companies event manager, this will help you determine how many dollars you can allocate to the event space, food and beverage as well as entertainment.

  3. Establish Goals for the Event
    Establishing goals for your event is an important part of the event once you have determined the events purpose and theme. If your goal is to create a sense of prestige you might want to consider serving champagne at the dinner table. On the other hand, if you are planning a company picnic your goal might be to ensure a friendly environment, so guests are more social with one another. By taking the time to establish your goals upfront, based on your theme and budget you’ll be able to create an event that’s sure to please everyone involved.

  4. Find a Sponsorship
    One way to stretch your budget for an event is to find a sponsor. Local businesses are always looking for ways to engage with the community, so reaching out to local radio stations or restaurants can be a good place to start. If you’re planning a larger event and you’re hoping to secure a corporate sponsor, you should start your search and outreach several months in advance, as it may take some time to finalize the details. But finding a sponsor can be a great way to offset the costs of your event and ensure its success.

  5. Identify a Theme
    Once you have identified the goals for the event, identify a theme. Keep the theme light and fun so attendees will remember the event. Some theme ideas may include….
    1. Hawaiian Theme
    2. Old Time Mobsters
    3. Stary Night
    4. The Great Outdoors

The above is just a few examples but make sure your theme choice takes into account your entertainment as well as your food and beverage choices.

  1. Choosing Your Location
    Choosing the events location plays a huge role in pulling off the theme of the event properly. If you are planning an event ceremony you would want to consider a banquet hall where all eyes can be on the awardee. If you are planning a company picnic you would want to consider an event that provides ample open space for attendees to congregate and converse.

  2. Market Your Event

    If you’re planning a corporate event, don’t just assume that people will show up. Even though it’s a workplace event, you still need to market it effectively. You can start by sending out email invitations and hanging posters around the office. Then, make sure to remind employees about the event in the weeks leading up to it. You can do this by talking about it at team meetings, or simply by bringing it up in casual conversations at the water cooler. By taking these simple steps, you’ll increase the chances of people actually showing up to your event.

Do you have a corporate event coming up? Maybe you’re planning a company retreat, or a team-building exercise? Whatever the occasion, we have the perfect venue for you. Our facilities are first class, and our team is dedicated to making sure your event is a success. We’ll work with you to ensure that all your needs are met, and that your guests are comfortable and well taken care of. Contact us today to learn more about what we can do for you. We guarantee that you won’t be disappointed.