A corporate event is a reflection of your business, and your reputation requires you to get it right. Proper organisation is crucial, whether your corporate event is for 10 people or 1000.
Are you feeling that pressure yet? RELAX! We’ve put together a handy guide to help you plan your event and make sure that nothing is forgotten, and your event is both memorable and productive.
Set a date and budget
As obvious as this may seem, it’s essential that the date of your event doesn’t overlap with other important dates or holidays. Check the calendar for the most appropriate options and run these by any colleagues who are required to attend.
A well estimated budget will guide other decisions, allowing you to provide the best quality event without setting the business into arrears.
Find a venue
The location of your event is central to other planning. There’s little point booking an incredible venue two hours from the main city for a one-day event. Likewise, the venue and catering should be able to comfortably accommodate the number of expected attendees. When scouting venues, consider:
- How many people will be attending?
- Is there ample parking and access to public transport?
- Is it easy to find?
- Does it meet your technological needs?
- Are there any requirements specific to your event?
- Does it fit the budget?
- Does it suit the duration of the event?
- Is the layout suitable to your style of event?
Choose a theme and style the event around it
This is the fun part! It’s a good idea to have a theme for your corporate “do”. It gives you a starting point and allows all elements of the event to tie in together. To choose a theme it’s a great idea to hold a brainstorming session with some colleagues to develop a short list.
Once you’ve settled on your theme it’s time to name the event. Choose a name that’s short, memorable and expresses the theme and subject of your event clearly. You don’t want people scratching their heads wondering what they’ve just been invited to.
Now get styling! Ensure any visual material relating to the event is consistent, including websites, invitations, name tags, programmes and other décor. Remember to create a unique hash tag/s for associated social media promotion. Attendees can use these for posting and networking. #greatidea
Time for tech
These days the right technology can make or break a corporate event. You will need to decide what technological needs you have:
- Do you need a website built specifically for this event?
- Will there be an associated Facebook or Instagram page?
- Will you need to provide Wi-Fi on the day?
- Will the venue provide microphones and AV equipment for presentations?
- Are there sufficient outlets, extension cords and charging stations?
- Do you require screens or projectors?
- Will the event be livestreamed?
It’s worth arriving early to test that laptops, memory storage, sound systems and pointers all work correctly. The time spent making sure that technology is working properly will save so much of the time potentially spent fixing undiagnosed issues.
Everyone loves a freebie
Everyone loves free stuff! Events are a great opportunity to build brand awareness, while also providing a nice thank you gift for attending. Customised gifts are an integral part of any corporate event and can be worked in with your theme for maximum impact.
Promotional gifts can be directly from your own business or provided by sponsors. You can distribute the gifts in a few different ways – via a goodie bag, a gift at registration, or a pleasant surprise at the dinner table.
COS™ Print and Promo can help you create a huge range of personalised items for your event.
Food & drinks
Keeping attendees fed and hydrated is a surefire way to hold their attention. The last thing you want is your audience fading midway through a presentation.
Provide regular breaks, encourage everyone to move around and get their blood pumping, and offer a bite to eat and a drink. A simple tea and coffee station for short breaks might be enough to wake them up. Help guests get the most out of your event and go home inspired, rather than exhausted.
Work closely with your venue to make sure there is sufficient food for everyone and that special dietary considerations are remembered.
Supplies
The quickest way to undo all your hard work is to forget something, even if it seems small and seemingly trivial. Make a list of all the supplies you will need for a successful event. This could include whiteboards, markers and erasers, flipcharts, pens, highlighters, notebooks, flags, and sticky notes.
It’s unlikely that attendees will bring their own supplies, so it’s important to provide them. Use our Print and Promo service to customise pens and notebooks for your guests to use and take back to the office. It’ll keep your brand top of mind!
