An Insight into 3 Important
Stages of Corporate Event Planning
Planning any corporate event can be a daunting endeavor due to the complex nature of tasks to be accomplished and aspects to take care of. As such we will be sharing some useful advice on how to properly plan corporate events, so that it can work as a guide for you to follow.
Corporate Event Planning – A Perfect Blend of Research & Right Execution
Three Stages of Corporate Event Planning
Let us have a closer look into 3 stages into which planning for corporate events is divided into.
Stage I – Before the Corporate Event
- Create a Theme: You need to develop a theme which will hold your corporate event together. In addition to it, there should be well planned marketing as well as promotional strategy developed for the event.
- Decide on a Budget: Create a rough idea of how much will be the expenditure, since it will help you plan how much should be spent on different aspects, ranging from venue rental, food, decoration to similar other details.
- Venue Selection: Venue selection will largely depend upon theme of the event. The location of the venue will also play an important part with inclination towards a location which is easily accessible for most of the attendees.
- Event Date: You will have to settle on few possible dates on which the event can be scheduled. It is likely that some people will have problems with selected date but by planning well ahead of time you will be able to reduce the inconvenience people have to face.
- Vendor Selection: Create a list of requirements for the event and send it to respective vendors (such as car rental, decorators, signage, etc.), asking for a written proposal so that best option can be selected.
- Promotional Strategy: A strategy should be developed for promoting corporate events using different mediums such as press releases, social networking avenues, interviews and emails.
- Audio Visuals: Discuss with presenters and speakers about the type of audio visual equipment they would require and make arrangements for the same accordingly.
Stage II – Event Day
- Have a meeting with staff for reviewing all the procedures, responsibilities and other functions.
- Check whether all supplies and equipment have arrived at the venue.
Stage III – Post Event Tasks
- Take inventory of all things utilized during the event. There would be several collateral things which can be reused. Thus, you need to carefully pack and store them for future use.
- Financial reconciliation will have to be performed for large corporate events with many invoices to check to be sure that vendors have billed correctly. It will also be necessary to check expense reports to examine the various costs which have been incurred.
- Perform a review to know: Did the event completed within set budget? Was any opportunity to save money missed?
- Create a list of attendees to whom thank you letter is to be sent, prepare the letters and mail them to respective people.
- Prepare a final report and get evaluations from volunteers, staff members and consultants. Such report will help you clearly understand the aspects of the event which worked out well and things which were not so right.
A Final Note
Normally lead up to any corporate event can be very stressful for event planners, but if the event turns out to be a overwhelming success then it becomes a rewarding experience. The above mentioned process for planning corporate events can be quite useful and help you achieve the ultimate goal of making the event a success.