Corporate events are a great way to improve your brand visibility and positively contribute to its bottom line. However, before these events come to fruition, there are a couple of things you must sort out.
The truth of the matter is planning these events can get overwhelming. With so much to consider, from choosing the right speakers to selecting the right target audience, you may find some missing details at a crucial moment. That is why it is essential to have a checklist. It will fill you in when you’re forgetful and need a reminder.
Here is the ultimate checklist for organizing a corporate event.
Event Organizer To-Do List
Decide the Type of Event
Different types of events may be organized at a corporate level, from formal corporate events to employed engagements and networking events with stakeholders.
Before moving to the nitty gritty of event organizing, you need to know your event. Knowing what type of event points you in the direction of where to first start.
Select the Target Audience
For an event to succeed, you must bring the right people together. Select your attendees based on who is likely to benefit or be relevant to the event.
Set a Date
Selecting a suitable date is just as crucial for your event to be successful. The date chosen should not be too soon, nor should it be too far.
Ensure your attendees have enough time to prepare and fit the event into their schedule.
Create a Budget
Ensure you have a sufficient budget based on the number of guests and attendees you expect and the type of event. It’s advisable to prepare as early as possible. Getting a headstart gives you a financial advantage, especially regarding bookings. Since audio and visual equipment will be required for your business event, you can then consider looking for the best option for a corporate AV rental in Orlando to ensure you get the right setup without overspending.
Find a Venue
Since you already know the type of event you will be hosting and the number of people you will be expecting, it is now time to choose a venue.
Have various options and choose a location with the best amenities that fit your budget. If your guests want to spend the night, you may have to look at accommodation options.
Travel Options
It is essential to determine how the guest will get to the venue. To this end, you may have to organize flights, cars, bus or rail transport to and from the venue. In some cases, you may have to combine two or more modes of transport.
Pay for Amenities and Travel
Don’t pay for amenities and other travel expenditures until everything is set in stone.
Paying for your amenities, such as the venue and accommodation, in advance ensures they are secured when D-day arrives. Delaying to make bookings could make some venues unavailable as time progresses. So, keep this all in mind as you make bookings.
Organize Catering
Any good corporate event will involve some catering. The food for the event may be in the form of meals or drink refreshments. C
Confer with the venue you select and ask if catering packages are available. If not, you can outsource a catering team to cater to this need.
Create Your Invites
After completing most of the primary planning, it is time to create invites. A rule of thumb when creating invites is to use the who, what, where, when, and why approach. Your invite should answer all of these questions. If they don’t, make edits until all the details make sense.
Share Invites With Attendees
When sharing the invites with your attendees, it is essential to make it clear:
- When they are expected to attend the event
- The importance of attending
- What they can expect at the event
- How they can find out more
For some attendees, attending the event may be mandatory (e.g., employees), whereas it is a choice for others.
Find Sponsors to Collaborate With
Having sponsors at your invite can slash your budget and open interesting networking opportunities and collaboration opportunities. Reach out to your organization’s network to find out if anyone is interested in collaborating.
Book Entertainment
The last thing you need is a boring event. So, book entertainment for the event, including relevant speakers, music, or even a small show.
Market the Event
Market it and create excitement around it based on how much buzz you want the event to have. Doing so will ensure it reaches your target audience.
Send Reminders
As the event fast approaches, send reminders to attendees about the event. At this time, you can share travel arrangements and the planned itinerary.
Now Check Again
With everything planned, it is advisable to do final checks a day before the event. Checking over everything rectifies any issues or errors that may appear ahead of the event.
Final Thoughts
Planning a corporate event is not a piece of cake. It will require extensive planning and dedication to ensure the event is just as you imagined it.
Following this essential to-do list for organizers will ensure that your corporate event goes smoothly and has no unexpected mishaps.
