Planning corporate events can take hours of planning, preparation, and research – time you may not have to invest. No doubt you’re a busy executive with many other tasks on your plate, and the last thing you want to be doing is investing time into the myriad details that go into pulling off corporate functions flawlessly.
In order to reduce the amount of work you need to do, we’ve come up with a list of considerations to factor into your plan.
- Venue — Book your venue at least three to six months in advance. That will ensure that you can iron out any last minute kinks, and you’ll be able to prepare for the activities that you will be participating in during your corporate functions.
- Documents — Once you’ve booked the venue, make sure that you have all of the documents you need for the function. This includes contracts, itineraries, seating charts, vendor invoices, etc. Always make copies of the documents – you don’t want to end up in trouble because you forgot that important folder someplace!
- Budget — You’ve been given a budget to work with, so evaluate your options once you’ve selected the venue. Figure out how much you have left to spend on meals, catering, activities, and the rest. Stick to your budget, but be prepared for a few unexpected extra costs to come up.
- Invitations — Whether you’re planning a corporate fundraiser or a retreat, you’ll need to give the attendees plenty of advanced notice. Send out the invitations at least 6 weeks in advance, as that will give you time to hand-deliver any invitations that could get lost in the post. Don’t forget to add the RSVP – it’s important to have a head count for the event.
- Schedule — Don’t plan the event too near major national holidays, and try to hold it at a less busy time of year if possible. Don’t pack the itinerary with too many activities, meetings, and events, but give the attendees time to just relax and enjoy themselves.
- Equipment — What kind of equipment will you need for your event? Will you need to hire a DJ, rent sound equipment, add lights and projectors, etc.?
- Staff — Will you need help to manage the guests at the party or corporate event? Consider whether you’ll need barmen, doormen, servers, caterers, a coffee service, valet parking attendants, activity coordinators, and any other personnel to make your event run smoothly.
- Theme — Does the party need a theme? If so, check out some of the themes we have here – such as The Jazz Age or The Great Gatsby themes. They’re elegant and fun – the perfect combination for a corporate event!
Make a list of the things listed above, and check them off the list one at a time. When you reach the end of the list, you’ll know that your party was planned to perfection!