A Crash Course in Corporate Event Organising for First-Timers

corporate event organizing

Did you volunteer to organise a corporate event and now the panic is creeping in? This is a complex task that requires hard work and preparation. If you don’t want your corporate event to be the next Fyre Festival, just winging it is not an option.

This is an easy guide that will help you take this challenge head-on. Let’s get to work!

Define the purpose of the event

First and foremost, you need to understand the purpose of the event. What is the aim of this corporate event? What are you trying to achieve through it? It could be anything from networking, awareness to entertainment.

Knowing the purpose of the event is important to lay the foundation for subsequent steps. For instance, a Christmas party for networking will be quite different from a product launch event.

Come up with an event plan

Start by creating a rough event plan. It should outline all the key components you need to figure out. No matter how small or big your event is, with an event plan you will get a general idea of important tasks.

Create a budget

You probably won’t have unlimited funds for an event. Even if you have a small budget, you can still pull off a successful event. It doesn't matter how much you have, it’s how you use it.

Always be realistic and set aside at least 10% as a reserve for emergencies. As soon as you get your hands on the budget, start estimating various expenses. Once that’s done, reach out to different suppliers and compare their costs to find the best deals.

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Assemble a team

Organising an event is no easy feat and you can’t do it alone. Assemble a team by asking your colleagues to help you out. Even if you can’t pay them, convince them to give you a hand anyway.

On the other hand, you should hire professionals if your budget allows it.

Make a guest list

Before arranging any resources such as venue or transportation, you need to derive an estimated number of guests and make a guest list. The guest list will also depend on the kind of event you’re hosting. For instance, it won’t be appropriate to invite clients to a team-building event.

Decide date and venue

If you’re also responsible for deciding the date, there are a few crucial points you need to keep in mind:

  • It should give you enough time to put the event together
  • The venue should be available for the date
  • The date shouldn’t clash with any significant holidays
  • Invitees should have adequate notice

As far as the venue is concerned, you should book it as soon as possible. Look for a venue that’s neither too big nor too small.

Arrange transportation

You need to arrange transportation to get guests back and forth from the event. VIP Coach Hire specialises in luxurious and comfortable coaches for all kinds of corporate events.

Program

The entertainment is the focal point of your event. Whether you’re hosting a product launch or a networking seminar, you should create a program detailing each session. This will give your guests an idea of what to expect.

Catering

You need to make appropriate arrangement for food and drinks. Depending on your event, you can either have light refreshments or a sit-down meal.

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Promotion

If your event is open to the public, you have to get the word out. You can make use of traditional media such as newspaper ads and flyers. However, digital media is your friend if you have a limited budget. Take advantage of social media, event listing websites, blogs and other digital tools to promote your event.

We hope these tips help you put up a phenomenal event. Good luck!

 

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