Trying to plan and execute a huge corporate event can be exciting but nerve-wracking, especially if it is your first time doing so. There are a couple of things that you would have to think about and remember including the tickets, the food that will be served to the staff, the sound system rental in Utah, the security team, and a whole lot more.
There are things that you must consider when planning your own corporate event and below, we are going to discuss what those things are.
Create a Checklist
The first thing you should do is to create a checklist of everything that you would need to do. You can tick things off one by one, which is also quite satisfying. This way, you can also be sure that you are doing things in the right order.
Include every single detail on your list including calling the vendors, looking for a proper location, sending out ads or invites, marketing to your target market, and a whole lot more.
Keep the Basics in Mind
The most important part of planning your corporate event is knowing the “who, what, where, and why.” Consider who your target market is — if you are expecting a couple of VIPs, then you have to properly plan for that, as these people are usually high-profile.
You should also know where you want to hold your event. Ask the whole team all the right questions so you can be sure that you would know every single detail about the event and how to properly plan for it.
Additionally, you should also look for a place that would be big enough for the event. If you are expecting hundreds or thousands of people, then you should rent a space that can accommodate everyone properly. You should also think about the parking and if it can fit all of your attendees’ cars.
Delegate the Tasks
You would need all of the help that you can get when planning for a corporate event, whether it’s big or small. Assign different tasks to a couple of people or team so you would not have to stress about every single detail about the event.
Think about assigning teams and individuals to the security team, marketing team, creative committee, program administrators, treasury committee, and operation liaisons. Make sure that you will be assigning the task to the right person, otherwise, this could mean disaster.
Send the Invitations as Early as Possible
You need to curate a guest list before sending out invitations. Once you have finalized your guest list, it is now time to send those invitations and marketing materials out. Get a professional designer to do the invites for you so you can make sure that it will be presentable for each one of your guests.
It is a must to send the invitations out at least a month or at least three weeks before the actual event. This will give them ample time to plot it on their calendars and plan for the event itself. You would also want to try and get RSVPs from your guests so you have an idea of the headcount.
Planning a huge corporate event doesn’t have to be extremely stressful. As long as you do it the right way, then you can bet that your event will be a hugely successful one. Confide in your team and don’t be scared to ask help from the people around you!