One of the hardest events for most
people to plan are corportate events.
Even smaller events, for less than a couple hundred people, can be a
real challenge if you are not a professional party planner. However, here are fifteen tips you can use to
make your corporate party or corproate event a success:
Tip #1 Always take the time to plan
ahead. If you will be renting a special
venue you will need to secure it as far in advance as possible. Some places can book up even a year in
advance. By finding your venue early,
and placing your deposit, you can ensure that you get the venue that you want.
Tip #2 When you are planning a
corporate event you need to set a very strict working budget and then make sure
that you have extra cash for the unexpected expenses. You can be sure that every event will have
some unexpected extra expenses, that is just simply part of planning an event.
Tip #3 If you have contracts,
agreements, lists, or seating charts, make sure you keep extra copies of them
incase they are misplaced or lost.
Copying them is very simple and quick and can really save you later on
if you loose your plans.
Tip #4 Make sure you send out your
invitations at least 3 to 4 weeks ahead of your event. In addition, make sure that you ask your
guests to RSVP so that you know how many people will be attending.
Tip #5 If you are creating a seating
chart for your event, you can either set it up completely randomly or work with
someone else in your company to come up with the best possible scenario.
Tip #6 If you want a good attendance
at your event, it is a good idea to schedule it earlier in the week or a long
way away from any major holidays. People
tend to vacation over holidays and often have plans on weekends, making Friday
and Saturday bad days to have a business function.
Tip #7 It is important to know when
to use a theme and when not to. A
child’s birthday party is an appropriate time to use a theme, while a
corportate event requires much less of a theme and more plain elegance than
anything else.
Tip #8 When you are having a
business event, keep the music mellow and something that everyone can
enjoy.
Tip #9 If you will need equipment
such as microphones, projectors, speakers, a video camera. etc… you want to
make a list of the things you will need and make sure that you also have
someone on site who can fix any techincal problems which may come up at the
event.
Tip #10 When you are planning an
event, especially a large event, make emergency and contingency plans in case
of disaster, illness, or any other emergency.
Tip #11 It is important to take into
account the special accommodations which will be needed by any disabled
attendees. If you do not know what
someone will need, you can always simply ask them. They will be happy that you cared enough to
ask and understand that you didn’t have any other way to get the information.
Tip #12 If you are planning a very
large event, you might want to take a project management approach to it. Use a master plan, and delegate tasks to
others where you reasonably can.
Tip #13 If your event will be longer
than two hours, your guests will expect at least a snack to eat. You should have a meal if your event is
longer than four hours. At all times,
you should have at least water and coffee available to your guests.
Tip #14 Communication is a major key
to the success of an event. If you are
using vendors, make sure they have very clear and specific instructions of what
you are expecting of them.
Tip #15 Whenever you plan an event,
make sure you take things like transportation, parking, etc… into the
equation. The last thing you want is for
your guests to have to walk a long way to the event or to go home because they
couldn’t find a place to park.
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