10 Things to Keep in Mind While Planning a Corporate Event

"By failing to prepare, you are preparing to fail."
― Benjamin Franklin

The devil resides in details they say, and it is this devil you need to cater to when planning a corporate event. Such an event, unlike an informal event, needs a lot of prior planning and proper execution to avoid losing out on customers.

This means, one has to begin ahead of time and get everything in order before the D-day approaches. Well, that is a whole lot of work at hand for the one planning the event to make it a success.

The success of a seminar, conference, or even a customer appreciation day depends on the details. As a planner, the responsibility of making it a memorable event depends wholly on you and your proper execution. These are the following points you need to bear in mind.

This just means that you need to first conceptualize your idea. You also need to bear in mind the targeted audience for the particular event. Based on these two main aspects, i.e., the audience and the theme, you need to plan and accordingly execute the corporate event.

Collaborate the event in such a way that it does not hamper your guests' routine; rather make it convenient for them to remember your event. Take care that it does not clash with a holiday or festive celebration when the turnout for your event is sure to dwindle.

Make it a point to discuss the cost pertaining to room rentals, the number of hours you can have access to it, and the added benefits of the place in question. Do make sure to visit a couple of places and talk to a handful of competitors to get the best deal for the event. Also, see to it that you book the caterers, bartenders, and security beforehand.

Doing this will ensure that you are not let down at the eleventh hour, and your guests are not left hanging in thin air. Besides, those attending the event would benefit from knowing who would be addressing a particular subject, thereby, increasing the turnout if the speaker is well-known.

Once you have your location and guest list ready, make it a point to advertise your event. Send out the invitations, reach out to your guests and the media if need be, and book them in advance. Getting your audience interested in the event beforehand is of utmost importance to have a good turnout.

Sponsors are an important part of any event―they not only fund the event, but are also crucial for the success of the event. Treat your sponsors like royalty, and at the same time, be sure of what you want from them and of what they can expect from the event.

It pays to know your resources well and will help you delegate the responsibilities well in advance. Remember, it is best to have designated people to do respective jobs rather than taking all on your shoulders. Distribute work evenly, and keep backups in case there is a last-minute slag. Most importantly, collaborate the event with them at all times.

It will help collect data that's necessary for marketing and promotional activities after the event. Make sure you have incentives ready for the early birds who register. You can set up a site for online registration to have an idea of the turnout.

Giving discounts to those who have participated in earlier events is sure to attract and keep the customer satisfied. If possible, keep a counter at the entrance for last-minute registrations.

You could visit the venue a couple of hours prior to the event and check the sound and light system. Ensure that the arrangements are proper and everything is looked into. Handing out programmed brochures to the guests is sure to make the event seem more organized.

Remember, the first impression is sure to leave a lasting impact on your guests. To do this, you would have to ensure that the entry management is efficient and well-organized.

Last but not the least, ensure there are no snags and delays in your event that will put off your guests. Also, remember to place your guests' safety and satisfaction at the helm of all your efforts. By keeping all these things in mind, you are certain to leave your guests with a smile, which will translate your event into a huge success.