Planning a corporate event is a very challenging task, whether you are an organizer by profession or have been entrusted with this project by your company. You have to be sure to take care of all the details, from the food to the location, you have to create the right atmosphere, and more. Organizing the perfect corporate event requires a lot of effort and seems like a never-ending job.
Steps
Step 1. Think about your big idea, that is the theme of the event
- Choosing a theme sets the tone for the event and allows you to have a starting point to develop, whether it's a cocktail party, a seminar or a company picnic. In this way you will know how to choose food, music, furniture and everything you need.
- Make sure the theme is appropriate for the people attending the event. You can do a search online for some inspiration.
Step 2. Decide an initial budget to determine how much to spend on food, entertainment, location rental, invitations and everything that revolves around the event
Step 3. Start by making appointments to see the various possible locations and to meet suppliers
- Discuss the cost of renting the location and what services are included.
- Evaluate when you are granted access to the room for the event. If it is not already rented, can you enter it the night before to furnish it and set it up? Do the owners of the location provide a cutlery service or do you need to get (or rent) the tablecloths, cutlery, plates, napkins and silverware?
- Is catering service also provided or can you get it from an external company?
- If you have to rely on a third party for the banquet, start making appointments with potential suppliers, to do taste tests and establish the price.
- Find out if it is necessary to organize a security service outside the premises. This way you can delegate some of the responsibility and prevent strangers from ruining the party.
- Consider hiring a professional bartender, if the catering provider does not provide it but you want alcohol to be at the event.
- Discuss with the venue owners whether they provide the furniture and decorations, or if you need to provide them yourself. Some structures have a wide variety of objects, such as candles, mirrors, jars, etc., to give life to the atmosphere you want. So try to take advantage of everything that is made available to you for free to stay within your budget.
Step 4. With the catering service, decide on the menu, times and methods of service
Will it be a buffet or a dinner at the table? Do you want to start with aperitifs and / or consider the idea of serving desserts late in the evening? Plan everything down to the smallest detail, so that your guests never feel hungry throughout the event.
Step 5. Sign contracts with suppliers and make sure they give you a copy
Step 6. Buy decorations that respect the chosen theme
Step 7. Prepare and send invitations by regular or electronic mail
Step 8. Prepare a checklist specifying the timing
If there are still details you need to address or are urgent, make sure you have a lineup prepared so that nothing is left out.
