Corporate event planning requires organization and avid attention to detail. If you fail to plan appropriately or leave out important touch points, it can result in a dissatisfying experience for the event attendees. Planning the event offsite often creates further arrangements, but choosing an all-inclusive and stunning location, such as a chartered yacht, can make your event shine and planning is simple. Every corporate event is different but several important aspects are consistent, regardless of where you choose to host the event. Use these five simple steps as your corporate event planning checklist to ensure a successful event.
- Plan the objectives. You must know your purpose when planning corporate events. Companies can hold events to impress clients, inspire, celebrate or rally employees, to court new business or emphasize their place in the industry. Defining the objectives of your event will allow the remaining plans to fall easily into place.
- Create a budget.Preparing your budget will narrow the decisions you must make for the venue, entertainment, food and beverages, plus any extras like event shirts, gifts or prizes. Keep in mind that the number of attendees will impact your budget, so be certain to get an accurate estimation of employees or guests that will be in attendance.
- Source Locations and Vendors. The venue is the essence of your event. Corporate event ideas may include venues, such as team-building resorts, bars and restaurants for wining and dining or the unique and multi-faceted chartered yacht. Obtain cost proposals from a variety of locations. Remember some venues may require you to provide the catering and other vendors, so it is important to inquire about that as well. Consider your attendees when making your decisions – what type of atmosphere will the majority enjoy? Will your choice ensure lasting memories and a positive experience?
- Create an Event Schedule. The most successful corporate events are planned to satisfy the enjoyment of the attendees. Schedule plenty of opportunities for food, drinks, entertainment and breaks, especially if meetings and seminars are part of your event. Event planners may even be helpful at this stage to ensure your event flows smoothly.
- Publicize the Event. Tell everyone in the office – send emails, post signs in the break rooms and get employees excited and chatting about the event. The more open and welcoming you make the invite, the more likely your event will have a good turnout. Publicize details of the event so everyone will know what to expect. It may be appropriate to make employees aware if spouses or families are welcome at the event as well.