How to Plan a Corporate Event: 6 Essential Steps for Success
Planning a corporate event can feel like a daunting task, especially if it’s your first time. Whether you’re organising a team-building retreat, a conference, or an end-of-year celebration, it’s true that success lies in the details, which means it’s vital to get them right. After all, a successful event does more than put smiles on faces. It can leave a lasting impression, one that boosts your company’s reputation long-term.
When it comes to event production Auckland is a unique scene. Don’t worry, though; success doesn’t have to be complicated! With careful planning and a clear roadmap, you can create an event that runs smoothly, stays on budget, and blows your attendees’ minds.
To help you on your way, the team at Spyglass has put together a step-by-step guide for planning a corporate event that will help you hit all the right notes.
One: Define the Event’s Purpose and Goals
Before diving into logistics, start by understanding the event’s purpose. Defining what you want your event to do will shape the entire planning process, as well as helping you to answer important questions as quickly as possible. For example, depending on the type of event you have in mind, aspects like the size of your guest list or your itinerary will shift quite a lot.
A networking event might be more formal, involving presentations and breakout sessions for in-depth discussion. On the other hand, an employee appreciation bash will come with a more relaxed vibe, featuring awards, games, and fun activities.
Two: Set a Realistic Budget
The second step is to consider your budget. Budgeting is one of the most important steps in the event planning process because it defines your parameters before things are laid in stone. Let’s face it: it’s easy to get carried away with amazing ideas! A clear budget helps you pull back where necessary.
Consider factors like venue rental, catering, AV equipment hire, decorations, and entertainment as your budgetary line items. Once you have these outlined, make sure to add a contingency buffer to account for any unexpected costs. Around 10% is a solid rule of thumb.
Three: Select the Right Venue
Your venue can make or break your event, so it’s worth taking the time to choose the right one. With the speed of local event production Auckland venues can book up quickly, so it’s vital to be sure of what you want before you start looking.
Consider the experience you want your guests to have at your event, and list some of your ‘musts’ for a venue. For example, if you want your guests to have ample dancing room, then a venue with a dancefloor is a must.
A few things to think about as you explore corporate event venues might be accessibility, space requirements, the various amenities offered, and the built-in atmosphere of the venue.
Pro tip: Start your venue search as early as you possibly can, especially if you’re planning something around the end of the year. Popular locations can book up quickly, especially during peak seasons.
Four: Create a Detailed Timeline
Next up, it’s time to put a few things in stone. As one of the top companies for event production Auckland has to offer, we know that a well-organised timeline is the backbone of any successful event. Not only does it let you keep your finger on the pulse of the event as it progresses, but it’s also a valuable way to make sure everyone – including vendors and event staff – are on the same page.
Your itinerary should include as much information as possible, assembled into a clear chronological line to follow as time passes. Make sure your itinerary outlines the following:
Pre-event tasks: These include confirming guest lists, sending invitations, finalising contracts with vendors, and organising transportation.
Event day tasks: Include setup times, speeches or presentations, meal breaks, and any entertainment.
Post-event tasks: Don’t forget about follow-up emails or thank-you notes to guests, vendors, and speakers.
With all of this captured and distributed amongst your team, you can be sure nothing will fall through the cracks.
Five: Communicate with Your Team
Speaking of your team, communicating with them is vital. Where possible, assign specific roles and responsibilities to make sure everyone’s clear on what they should be doing. These can also be captured in your event itinerary.