Corporate events are an integral part of every business. Even though there are different types of corporate events you can organize – they all have some basic underlying principles in common. And to succeed in organizing such an event, you should pay attention to all the aspects we’re going to mention. First of all, you should think about the objective of the event you plan to organize. Ask yourself what it is that you want to accomplish. Next, you should set your budget, as it will dictate the rest of the organization. Then, you should make a guest list and choose a suitable venue. You should also consider the other essential aspects such as food, drinks, music and decorations. And last but not least, you should remember to advertise your event. There are also some additional things you can do to improve your corporate event.
1. Think about the objective of your event: What do you want to accomplish?
All the useful tips for organizing a corporate event start with the same thing: define the purpose of your event. This is actually the key pre-event planning activity that acts as the initial point. The objectives will highly vary on the type of corporate event you’re hosting. Corporate events can focus on its employees and then we have different kinds of team building activities or corporate meetings. There are also corporate events that focus on clients and they can be in form of product launches or client appreciation shows. Regardless of the type of event, a clear objective helps you run it smoothly. You should focus on the attendees and always have their expectations and wants in your mind. You can ensure this by making a list of things your guests would expect and then making them a part of your event.
2. Set the budget
Setting your budget is the next crucial thing in the organization process. It comes right after deciding on the objective and before making any further arrangements. These events can end up costing a lot of money, so it’s best to set some realistic limitations. Make a rough draft of the things you want to include in your event with their approximate costs – it will help you decide on a close budget. Don’t forget to include some additional things to make your event more fun and memorable. For instance, people around the globe, in the USA, Australia and all over Europe went crazy for photo booths. It’s now popular to go for a photo booth hire in Sydney, New York and London for your special event. It’s absolutely justified as your guests can both have fun by taking some amusing photos and promote your business at the same time.
3. Make a guest list and choose a suitable venue
The next step is about making a guest list, followed by choosing a suitable venue. Again, your guest list will depend on the type and size of your event. They can be micro, small, midsize or large-scale events. Give yourself enough time to finalize the guest list, so you wouldn’t skip anyone important. It’s definitely easier and quicker to organize a corporate event for your employees. On the other hand, you need more time and effort to organize a corporate event for your clients.
However, it’s important to come up with at least an approximate number of guests as it will help you choose the right equipment and services. It would also be good if the attendees RSVP-ed, so you could organize the event even better. This is especially important because of food and drinks management. And of course, the number of people will dictate how big a venue you need. The venue should also correspond to your needs completely. It should be in a good location, modern, well-lit and equipped.
4. Consider food, drinks, music and decorations
Other key aspects of event organization include the food and drinks choice as well as the music and decorations. When it comes to food and drinks, there are so many catering services available nowadays. They usually offer a wide range of diverse food, including vegan and vegetarian. They not only provide you with delicious food but also with awesome food presentation and serving, so you don’t have to worry about a thing. As for the drinks, a cocktail bar with a bartender who mixes up some exotic, colourful drinks is never a mistake.
Furthermore, you should definitely have some music, either a live band or a DJ, depending on your preferences. Also, there should be some decorations around the venue of your choice. These can be some flower arrangements, balloons, chair decorations and all kinds of eye-catching centrepieces. Of course, you should also think about the additional things for having fun, such as hiring a photo booth. Or perhaps some other activities that would involve the event attendees.
5. Don’t forget to advertise
And finally, there’s really nothing today without a good advertising campaign. So, you should keep that in mind. This is especially important if you’re organizing an event for your existing but also potential clients. People should hear about your event. This part is better left to professionals. They know how to use both print and digital marketing to spread the word about your event.
To organize a memorable corporate event, you should give yourself enough time. These simple tips are there just to make the whole process easier and more manageable.