Corporate Event Planning Checklist

It is your turn to plan the next corporate event. Company events in the past have become pretty elaborate. How will you ever top it? As a first, second or even a third time planner for your company, this can become an overwhelming task to many. Let’s face it, part of you wants to impress your colleagues, right?

Here is how to plan an execute a great corporate event:

 

Budget

A budget is essential for corporate events. This will determine where you host your event, what kind of food and beverages you have, your guest count and many other details that you may or may not consider along the way. Is this a company funded event or will there be sponsors and contributors? Set a budget and stick to it. Track the event costs as you go – they can add up quickly!

 

Set Goals and Objectives

What is your event’s purpose? Perhaps this event is to train new employees or celebrate the seasoned ones! It is important to never lose focus of your goal during the planning process. If you are hosting a nonprofit event, how much money do you want to raise? How much will tickets costs? How big is the guest list? These are all details that should be ironed out early in the planning process to avoid confusion down the road.

 

Choose a Theme

Before you decide to choose a theme at random, think to yourself… will this appeal to our audience? A corporate event theme not only gives your event character but creates a great memory amongst attendees that will last a lifetime. This will set the tone for the entire event. Is this going to be a casual cocktail hour or a luxurious gala? Once this is in place, it will drive all decision making based on your goals and objectives.

 

Promote Your Event

It is best practice to begin promoting or give notice of your event at least 1-2 months prior to the set event date. For a company event, post fun flyers anywhere your employees may frequent. Spark early interest on social media if your event is open to the public. Create fun graphics, a promo video, or ads to entice your targeted attendees. Find creative ways to “tease” what they can expect at the event or send out spoiler alerts in your newsletter. We all have busy schedules – Don’t forget to send reminders!

 

Finalize Your Schedule

Put together a detailed schedule of how your event will go. While you may stray away from the schedule slightly on the day of, it is good to have a general idea of how the day will play out to be sure you have allotted enough time to complete the event and all of the tasks included. Communicate the final details with your partners, including the caterer and contact your venue with final registration numbers several weeks prior to your event.

 

 

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