Corporate events are a fun and effective way to engage employees, clients, business partners, and industry professionals all in one convenient location. To ensure that the event goes off without a hitch, it is important to properly organize each aspect in a detailed plan. From the event location to the type of food you will serve, each component is as important as the next. If you are planning an upcoming business function, follow this corporate event planning checklist to ensure you are on the right track.
1. Select a Date
One of the first things you will need to do when planning a corporate event is to select a date. Make sure that the date and time you choose does not interfere with any other business obligation currently on the calendar and that everyone who needs to attend is available on that date and time to attend.
- Ideally, you should have a backup date and time in case the first must be cancelled due to bad weather or some other reason.
- Most businesses choose to hold corporate events on the weekend which allows for a higher number of attendees.
2. Book a Venue
As one of your biggest expenses, the venue you choose for the corporate event is highly important. The rental should be large enough to accommodate the projected attendance list and available on your chosen date and time. You also want the venue to have a professional ambiance that is reflective of your business and its mission.
- Does the venue have multiple rooms for different activities?
- Are local vendors available to provide services?
- Does the venue offer tables, chairs, and audio and visual equipment?
- Is there adequate parking space?
- Will there be janitorial staff onsite during the event to maintain the premises?
3. Set Business Goals and Objectives
Having set business goals and objectives from the get-go can help reaching them more realistic. Have a general idea of how many people you want to attend the event and find ways to reach this number. Do you want your conference to turn a profit? If so, consider how much you want to make in total.
- Set ticket prices to help accommodate your goal and find ways to keep other costs low.
- Jot down a rough budget that includes estimated costs to determine if turning a profit is possible.
4. Establish Activities
When creating a corporate event plan, consider what activities will fill up the course of the event. It can be a good idea to start with an icebreaker to get your guests comfortable. Then you can add in workshops, product launch presentations, guest speakers, and tradeshow expos. Leave time open in the schedule for breaks and lunch.
- Leave extra time in the schedule to allow for delays and technical problems.
- Consider hosting an after-party that is more laidback.
- Schedule team-building activities designed to bring your staff together. This can be a great addition to your corporate event as it fosters creativity, positivity, and collaboration among employees.
5. Look for Sponsors
Businesses of all sizes are often happy to sponsor events that are relevant to their industry or beliefs. Start your search by thinking of businesses that you would consider to be good sponsors. While these businesses may not want to sponsor you, writing down ideas can help get the thought process going.
- Look at similar events to yours to see who sponsored them.
- Have a great sponsor proposal ready for when you need it.
- Be clear about your platform and demographic.
- Know exactly what you can offer your sponsors in return for their support.
6. Choose Speakers
Choosing professionals to speak at your event can be challenging. Not everyone who claims to be a “public speaker” has the background and communication skills needed to really move an audience. The content and the delivery of the speech need to be authentic if you want the speaker to connect to the audience and form a line of trust.
- Compile a list of possible speakers.
- See what speakers have performed at events similar to yours.
- Determine what value the speakers you choose will provide.
- Contact the speakers and invite them to your event.
7. Finalize Your Event
After drafting a schedule and finalizing details for the chosen venue, take a few moments to plan the smaller components of your corporate event. On-site advertising should be included to tell your guests exactly who the event is for. Consider having posters and banners printed or hand our flyers or brochures to guests.
- Consider who will cater your event and what will be served.
- Plan to have security personnel at specific points throughout the venue.
- If the event is in a different city, determine if transportation or lodging will be needed for guests.
- Send reminders to guests through mail, social media, and/or email.
Schedule Your Corporate Event Today
Corporate event planning can be a long and tedious process. However, an organized corporate event can also be highly successful. When creating your checklist, be sure to schedule your team building activities ahead of time. Contact Bond’s Team Building for more information or to reserve your date.