Got a task to plan an event for your company? Got no idea where to start? Fret not… we are here to provide a simple guide to get you through the corporate event planning process. A company usually plans an event for a new product launch, a celebration of their success, achievements of your marketing or sales team, or so on. When a corporate event is organised, it basically focuses on its employees and while doing that they add team building activities and corporate meetings. There are certain events that are focused on its clients such as trade shows, client appreciation events and even product launches.
It is essential to map out everything that needs to be done for the event before planning a corporate event. Here are some important things that you need to understand and take care of before organizing a corporate event –
Start with setting goals and objectives
You need to begin with setting the setting a type as well as the objective for your event. Do you want a big celebration or go for an outing. It will help you run everything smoothly. Above all the main focus needs to be the people who will be attending the event, therefore you have to keep their wants and expectations in mind. Start with making a list of the things your guests would expect and ensure to include them in the event as well.
Set the Budget for the event
Determining your budget should be the next step after identifying the objective. While deciding on the budget you need to estimate the cost of all the arrangements. You need to put limitations on your budget to restrict yourself from overspending. Also, you have to focus on minimizing the costs as well as negotiate prices wherever possible to save good bucks while allocating resources.
Decide upon the guest list
After deciding upon the budget, it’s time to list down the guests you want to invite or create an attractive invitation card for your employees. This will help you make further arrangements for the events.
Choosing the Location
Choosing the location of the venue should be the next task on the list. You have to make a decision and choose the place that would be perfect for your event and even suit your budget. We would suggest you go for a location that is noted as a corporate event venue in Delhi.
Make Arrangements accordingly
The next task should be making all the arrangements for the upcoming event. Begin with deciding on a name as well as the theme for your event. Then accordingly you have to arrange all the equipment as well as things you will need for the event. If it’s an award ceremony then items like gifts, prizes, souvenirs, and certificates should be made ready beforehand. You would also need to arrange necessary things like speakers, microphones, cameras, chairs, tables, projectors, etc. for the event.
Making arrangements would also include deciding upon activities that need to be included in your event and after that, you need to inform your staff and management about them as well. Go for activities that involve all your employees to make the event more interesting.
Keeping a track and evaluating everything
It is really important to keep track of your event’s budget, goals, venue, and other factors related to it, and ensure that everything is taken care of. You would also need to keep a check on the expenses which have been incurred during the event. Trust us, this would be really important.
Offer a chance to the guests to network and make connections
A corporate event should be a platform for the team as well as outsiders to interact with each other. You can even have a dedicated person greet every guest at the door. One should be able to take advantage of the event as it is a perfect place to meet potential clients and make connections with people. You can also make an effort to introduce your employees to your guests and make everyone acquainted. This will bring up opportunities for new relationships and connections for everyone.
Also, make sure that your attendees have a good time, and remember to have a good time yourself.
Last but not the least, Follow-Up After the Event
In the case of a corporate event, the best way to close out a successful one is to conduct a follow-up after it is over. You should thank all the people for attending your event by sending emails or a creative over WhatsApp. To save time, you can also use pre-made content and emails. Also, post-event emails are a good way to market new products and services too.
All you need to do is keep a list of all tasks on a spreadsheet to maintain all the records and go through the process smoothly. This will also help to be on track with the timeline as well.
We hope this helps!