Corporate Event Planning Tips
Corporate events offer the opportunity of direct exposure to your target audience. Whatever the event, it should
reflect your company's qualities as a professional, reliable and
innovative organisation, and more importantly leave guests with a
favourable image of the company. Events should therefore be high
quality, creative and well planned and executed. And, of course, the
longer period over which the guests discuss the event, the better - as it
is all publicity!
Whether organising a small intimate gathering for your key clients, or a large office Christmas Party, the
following tips will provide some points to consider when planning your Company event;
1) Selecting a Venue
Ensure that the venue you book matches
your guests' needs. If it is a large event you will need to take into
account how your guests will get home and may mean that the venue needs
to be situated where public transport is available nearby. If any
guests live a great distance from the venue or if the event is to
continue until the early hours of the morning, then overnight
accomodation may need to be organised. If this is the case, it may
possibly be best hosting your function in a Hotel.
You may find that the number of guests anticipated at your event may limit the venue selection. For example, a
small intimate gathering may be best held at a restaurant with private
2) Food and Beverage
Organising the food and beverage is not
always a simple task. When planning your event it is important to
remember that if you are providing alcoholic drinks you will need to
also provide some type of food in order to avoid the inevitable
Dietary requirements will also need to be
considered as guests with allergies and vegetarians may require special
menus so that they too can enjoy themselves. At Christmas, many guests
attend several events so where possible try and keep the menu creative
Depending on the type of event you are
organising, you may need to arrange entertainment for the function.
This could be a band to energise the crowd, a small quartet to provide
background music during a meal or a professional disc jockey
which can accomodate both the aforementioned requirements. If the
entertainment is being provided by a band, you will need to factor in
breaks and possibly the provision of light meals for any entertainers.
To ensure that entertainers can provide the
very best service, ensure that they are fully briefed well before the
event and are aware of what your event is trying to achieve. Make sure
that all audio visual, lighting and sound re-inforcement requirements
have been considered and that all suppliers are provided with a running
order, which is both realistic and practical, prior to the event.
4) Obtain Feedback
After the event, try and obtain feedback
from your guests. It is important to ascertain whether your guests
enjoyed themselves and find out what aspects of the event worked and
what didn't, so that you can use this information in the planning of
future events. For example, if there was an aspect of the event that
did not meet with your guest's approval, you can ensure that it does
not re-occur at the next event.
Information obtained from feedback can also
assist venues and restaurants in helping you make your next event even
more enjoyable for your guests.
5) Book Venue Early
If your event is a success and you wish to
use the same venue for the following year, if an annual event or for
next time, it is alway advisable to consider booking it early to avoid