Being in charge of hosting a company’s corporate event is a big responsibility. You will have to find a venue, create invitations, get decorations and set them up, plan for entertainment, and book a caterer if you are going to have food! Even if the event is going to be relatively small, it can be hard to manage the entire event.
Usually, a corporate event is hosting a group who are already clients of a company or they are potential clients. You will have to present yourself in a professional manner and also keep things fun to entertain your guests. The most skilled party planners sometimes have difficulty coordinating large corporate events. Here are a few tips to help you along the way:
- Secure your venue as far in advance as you can. You always want to plan ahead as much as you can.
- Create a budget and make sure that you stick to it. After the event, you do not want to be looking at the bills and realize that you didn’t expect them to be that high. Plan your event so that you will have a little extra cash after the day is over, in case of any extra expenses that you may not have thought about along the way. To help you get started, a wide variety of budget templates are available online which may suit your needs.
- Create and send your invitations out as far in advance as you can. Three to four weeks is generally a good rule of thumb to go by. Ask for RSVPs so you can keep a tally on how many heads there will be at the party. Plan for extras to call last minute or just show up. Do not plan for the exact RSVP amount.
- If there will be a seating chart for the event, make sure you take your time on creating it. Put a lot of time and effort into planning out where everyone is going to sit.
- Try not to schedule your event around major holidays. This is a tip to help ensure that there is good attendance at your event. People tend to take their vacations around holidays. If you have a list of clients or prospects that you definitely want to be at the event, you should make sure they have the date open before you send out the invitations.
- If your event is longer than two hours, you want to serve some kind of food. At the very least, snack type foods should be available. Your guests will be disappointed if there is absolutely nothing to eat and the event is long. Eating helps allow people to socialize and get to know one another as well. Catering companies are usually flexible and often can provide you with great solutions based on your event and budget, from simple snacks, to refreshing appetizers, to full course meals.
- Make sure that there is going to be enough parking near the venue that you are renting out. You do not want your guests to have to walk a long way just to get into the party.
- Take into account any guests that may require special accommodations. These accommodations may range from dietary restrictions to physical disabilities. You can put on the invitation that anybody who will need special accommodations or help in any way should bring that up when they RSVP. This will help any guests with special needs feel more comfortable and equally as invited. They will be glad you are taking the extra step and looking to make sure they will be able to attend.