Organizing a corporate event, from a party to a seminar, can be intimidating.
But, putting together a successful event is doable, even if this is new territory for you.
Detailed planning and organization will be important, along with consideration for your attendees and their needs.
While this article isn’t a comprehensive guide, we have some suggestions that can help you plan successfully.
Here are your nine tips for planning a corporate event.
1. Be clear on your event’s primary purpose. Is it team-building? Launching a new product or service? Helping employees feel appreciated? You’ll need solid objectives before you can start figuring out how to make them happen.
When you clearly identify your goals, you’ll be better able to manage your resources, stay on task, make decisions that support your primary purpose, guide your team, and measure your effectiveness.
2. Develop a comprehensive plan. Once have a big-picture view of your event’s purpose, develop your strategy for achieving it, whether that’s creating a fun, unforgettable party that your colleagues will never forget or finding a motivational speaker that will truly energize the company.
Then, map out your tasks—the building blocks of your event--from finding the perfect venue to ordering supplies.
Plan elements might include:
-A planning timeline
-A budget
-Specific tasks, who will be responsible for completing them, and deadlines for each
-Internal communications or marketing to get the word out about the upcoming event
-A chain of command for decision-making
-Venue research
-Your guest list
-An itinerary for the event
-Food and drink details
-Audio/visual needs
-Tech requirements
-Transportation/Parking
-Entertainment, if applicable
-Logistics for setting up and tearing down
3. Start your preparations as early and allow for interruptions and delays. Life happens, especially when you’re on a deadline. Giving yourself as much time as possible to pull your event together will help minimize your stress and increase the likelihood of success.
4. Select product and service providers carefully. Make sure they have experience with corporate and positive references.
5. Remember to have a contingency plan in place. Your Plan B may save the day if something goes wrong, whether it’s a miscommunication with your caterer that results in no lunch deliveries or a sound system refuses to cooperate.
6. Consider a rehearsal. Couples hold wedding rehearsals; why shouldn’t you? If your event has elements that need to come together without a hitch, possibly an award presentation or a snappy audio-visual presentation, having a run-through will give everyone more confidence and help you catch potential problems before the real event.
7. Depending on what you’re planning, a theme can be an effective way to add a sense of energy and excitement to your event. Aim for something fun, and look for creative ways to work it into the day, from food and drink offerings to signage. Humorous touches will help, as long as they’re not off-color and are appropriate for the type of event planned. (Humor is perfect for team-building, but may not land well at a shareholders’ meeting.) A word of warning, if you don’t have the time and resources to develop and execute a theme effectively, skip it. That’s better than a last-minute or cheesy theme, which will work against the positive energy you’re trying to create.
8. Don’t lose sight of your attendees’ needs. Whether you’re working on a party or a product launch, the goal should be to keep participants comfortable and engaged. Employees are much more likely to retain the information presented during a day of interactive, hands-on activities at a workshop, for example, than they will be after hours of PowerPoint presentations. Also, give attendees plenty of breaks and consider the temperature of your setting.
9. Don’t underestimate the importance of good food; it will shape participants’ overall perception of your event and add to the fun. Consider healthy options that will keep people energized or offer decadent comfort food and dessert stations (or both).
It also helps to consider what will be taking place as you make menu choices. Will attendees be hearing complex data that will require sharp focus? Consider proteins like lean meat, poultry, fish, and vegan options. Will the day be a bit of a marathon? Offer foods that will boost attendees’ energy like nuts, complex carbohydrates (whole grain breads and pastas, brown rice), and vegetables.
The Bell Tower on 34th is an elegant event space with valet parking and onsite security serving the Greater Houston area. Our central location is a short drive from the Galleria area and the Houston Heights area.
Learn more about holding a corporate event here.