Corporate events are a great way to thank your employees for a job well done, to celebrate acquisition of an important client account or a merger as well as improving and strengthening existing client relations, to attract new and prospective clients, to enhance company branding, to thank customers for their business and to launch a new product line. The most common mistakes companies make in planning corporate events are having insufficient time to plan the event as well as just picking any venue available due to the time constraint. There are a few ways to avoid this. You want employees looking forward to corporate events because it is something they love about the company they represent.
Take a good look at your timeline so you know how much you can plan ahead. If in any case that the timeline is too short and feel that you will not be able to do the company event justice, let this be known and offer an alternative solution by suggesting hiring an event planner. If you have ample time, the first thing to do is identify what kind of event is to be implemented such as team building activities, exhibitions, conventions, conferences, seminars, holiday or seasonal parties, annual galas and client entertainment.
Second, determine the theme of the event such as a sports events and outdoor events for team building activities that enhance and build team dynamics or a barbecue event for a family day outing.
Third, get the head count and complete the invitation list. This will determine the size of the venue where the event should be held and the kind of activities that can be implemented throughout the event.
Fourth, get the budget if you are not the one responsible for making the budget list. This is important as this will determine the particulars that you have to plan such as the venue, the number and kind of activities that can be done and food and beverage.
Fifth, plan out the activities based on the budget. Take into consideration props and materials you need for this such as a stage for an annual party where co-workers are supposed to present their dance numbers or where the CEO starts his opening speech to officially open the festivities.
Sixth is looking for the venue which is probably the most important aspect in planning an event. Your venue will make the first impression as your guests arrive and a first impression is vital in making an event momentous. Take your time in searching for the right place online. Turn their website inside out to know exactly what you can achieve by renting that particular venue. Compare package deals meticulously if you find that this is cheaper than hiring your own caterer. Make calls in case the information on the website is unclear or incomplete. Before making your calls, make an outline of questions you would like to ask so you do not forget anything. Once you are done with this, visit the venues on foot. While visiting visualise on how you plan to decorate the venue. Take your own pictures so you have a visual reference in creating your decorations later on. Ask the venue representative specific questions such as props and decor allowed within the venue, the hourly rates in extending in any case that the event becomes such a blast and no one wants to leave. This goes the same for minor setbacks on the day of the event itself that might cause a little delay in starting the program. Do not leave until all your questions are answered. To help you with this bring a laptop for reference and to log the answers or a piece of paper if you prefer to write them down.