Are you in charge of throwing a corporate event, but aren’t sure where to get started?
Corporate events are important. They’re great for promoting products, fostering community within your company, and recognizing employees in a formal way for a job well done. They can be innovative, informative, and fun.
It’s very important that you take your time planning the event.
But, how do you plan an awesome corporate event?
Check out this guide to learn how to throw a corporate event the right way.
Set a Budget
First things first, you need to set a budget for your corporate event.
While you shouldn’t haggle, negotiate with hotels and venues for fair pricing.
When creating your budget, make sure you make a complete list of everything you’ll need for the event. Besides the venue and accommodation, you also need to factor in the cost of food, entertainment, and transportation.
Start Contacting Vendors
Once you’ve decided on a budget, it’s time to get in touch with vendors. Here are some things to keep in mind when hiring vendors:
For room rentals, make sure you have a clear picture of what’s included in the cost (ie, if there’s a breakfast buffet, then you don’t have to worry about budgeting additional costs of breakfast)
Figure out what hours you’ll have access to each room (conference rooms, auditoriums, etc.)
If you hire a caterer, start meeting with them to discuss food options and conduct taste tests.
If you plan to have alcohol at your event, look into hiring a licensed bartender.
Find out if the venue provides decorations or if you need to bring your own.
Choose the Right Location
When putting together a corporate event, the location is probably the biggest factor to keep in mind.
If this is a big nationwide event that will take place over the weekend, then you want to choose a hotel that’s central, has plenty of amenities, and that’s appropriate for work events.
If this is a one-day event that’s being held for local employees, then you still want to make sure it’s easy to commute to.
Also, even though everyone may not attend the event, make sure you choose a venue that’s large enough to fit all of your employees if they were all to attend.
The event you choose will also depend on the entertainment and food. For example, if you plan to bring in food trucks, then it may be a better idea to host your event outside. Or, if you plan to bring in musicians, then you need to make sure the event space you choose has the right plugins for all of their instruments.
Decide On an Objective
Your event shouldn’t just be about bringing all of your employees together.
Before you dive too deep into planning your event, you need to make sure you set an aim.
This will help determine the speakers you need for your event, what activities and seminars you should offer, and much more.
Ask yourself, “What do I want my employees to accomplish by attending this event?” And, “If they don’t attend, what will they miss out on?”
Promote Your Event
If you want there to be a good turnout at your event, then you need to focus on promoting it.
You can promote your corporate event on social media, send out large email blasts, and make sure you also ask your team members to spread the word about the event.
If your corporate event is open to the public, then don’t be afraid to allow your employees to bring guests and to tell their friends about the big event. You never know who could be your next big client!
The more buzz you create about the event, the more excited people will be to attend.
Keep Staff Well-Informed
Keeping your staff well-informed goes hand in hand with promoting your event.
Basically, you don’t want a bunch of people to miss out on the event because they thought it was Saturday night when really it was Friday night.
However, you shouldn’t constantly bombard your staff with texts and emails. Aim to give updates about once per week about the coming event.
Create a Timetable
While it’s normal for things to be running a little early or a little late at corporate events, you don’t want the schedule to be thrown so off that you don’t have time at the end of the night for the entertainment or that you have to cut one of your speakers short.
To ensure that everything stays on track, create a timetable for your event. And remember to include plenty of downtime for networking and mingling.
Network at the Event