Planning a corporate event is a little different than planning your child’s birthday party. While a piñata and chicken nuggets may be a big hit with the kids, they might not go over so well with the executives at your company.
If you are planning any big event such as a corporate party, a wedding, an awards ceremony or whatever else it may be, you may be wondering where to begin. It can be stressful to put together an event for so many people. So here’s a few tips that might help.
1) Make sure you know the purpose/goal of the event. A wedding reception is pretty obvious but if your boss tells you to put together a luncheon for the company you need to know why. Is it to boost morale? Is to give training of some kind to the employees on one big setting? Is it to announce some big news? Will there be customers there?
2) Along with the purpose of the event, begin creating an agenda. What exactly is going to happen throughout the event? What will the timeline be like? Answer these questions and put together a timeline for what will happen and when.
3) Come up with a master list. There’s going to be a lot of things you’re going to need to get done leading up to the event so keep a todo list. You might make smaller lists for the details but think of everything that you want to include at the event and write it down. Then start working towards those goals.
4) Have a budget. Even if it’s a rough one having a budget will give you an idea of how much will be spent when all is said and done. Come up with estimation for everything that will cost money.
5) Pick a day well in advance. If you are scheduling the event give yourself plenty of time to plan it. This will also allow for plenty of publicity leading up to the event. Watch out for other events that may conflict such as other company events or holidays.
6) Once you have the date set, begin the booking process. Location, rentals and other services need to be scheduled as soon as possible to avoid risking their availability. Other things to keep in mind might include catering, tents, tables and chairs, linens, DJ, photographer, decorations, etc. Meet with these people to discuss the details and remain in contact with them as the event approaches.
7) Invite and announce. With a date finalized start doing everything you can to get people there. Depending on the event and your audience send out invitations electronically or through traditional mail or maybe even both. Send reminders if possible and build up your event as much as you can.
These tips may help you put together your event but it can still be a daunting task. Have Party Will Travel is a full service catering and events company. Our dedicated and talented team of event specialists can assist with rental items, linen packages, floral design, décor and theme accents, entertainment, bartending, dayof coordination, and so much more. Check out our website to see what else we do.