Are you planning a corporate event?
If you have been tasked with planning a corporate event, you may be feeling somewhat overwhelmed. From the outside, putting on an event can seem quite straightforward. It is only when you actually get started with the planning that you realise just how much work is involved and you start to dread the whole process. If you want to bring in outside help, there are companies that help with planning corporate events that can take over the planning for you. If you prefer to manage on your own, here are the first two issues that you will need to consider before you are ready to open the doors and host your event.
Start planning early
Getting started with the planning as soon as possible is vital since both venues and people can get booked up, especially if your event takes place at Christmas or another busy time of year. Fix the date at the earliest opportunity since nothing else can be certain until you know when the event will take place.
Establish the budget
Knowing how much money is available to spend is vital. It impacts everything from the venue you choose to the speakers or hosts you invite and whether or not you serve food. You must ensure that you receive confirmation on the available budget before you commit to any other costs, so this has to be one of the first things you know.
Once you know how much money you have available, you will need to think about how you want to allocate that budget. Whether you are planning a conference, a seminar or a party, there are always compromises to be made. Do you want to spend 90% of the available funds on picking a great venue, or would it be better to pick a less glamorous setting but to serve better food and to hire the best technology to accompany a corporate presentation?
Pick your venue
Lots of places will host corporate events but choosing the right one will depend on a range of factors, including the following:
- The capacity of the venue
- The extras that are available
- The location of the venue
- The price they can quote
Is it better to host a smaller event and make it exclusive, or do you want to get your message out to a wide audience? Sometimes smaller is better, but you don't want to risk disappointing lots of people who expect an invitation.
Once you have a venue the right size, find out what comes with the venue hire. A venue that looks expensive on the surface may actually be cheaper if they are providing all of the fittings and technology you need. If you aren't sure whether something is included, ask. You can't risk arriving on the day of the event to find out that something vital is missing.