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A Brief Guide To Successful Corporate Event Planning

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Effective and meticulous planning is the best way to ensure a successful corporate function. Reasons for corporate events are varied but all have goals and objectives that can be met only if adequate preparations are made. The activities planned may differ depending on the objectives. These activities include but are not limited to:

  •  Company parties
  •  Seminars
  •  Conventions
  •  Networking mixers
  •  Trade shows and exhibitions
  •  Team building exercises.


Successful corporate functions must be planned well in advanced to ensure everything goes according to plan when the date arrives. An experienced team is critical to this success. These persons are given the responsibility to oversee all the steps required to create an event that reaches the stated goals. This includes creating a workable plan that considers all the necessary stages needed to ensure success. The responsibilities of this team includes:

  • Identifying goals, objectives and the themes
  • Identifying the audience
  • Addressing budgetary issues
  • Creating activities for the event
  • Mapping out a plan for execution of all elements

While a committee comprised of company employees can manage these tasks, use of a professional planner may be in a better position to guide the team because of their experience. Therefore, organizers of such meetings should consider hiring professionals to lead or guide the organizing team. This person will have the experience to guide the process of delegating specific duties to members of the team. Each team member should be given an assignment that he or she is comfortable with or has experience with.

Main Issues to be addressed:

  • Picking the date and then subsequently the scheduling of the function should be the first issue to be addressed. The team should research carefully all the reasons this date will or will not be a success. Is there a major sporting event that could affect attendance? What day of the week will help ensure the best attendance? Are there other competitive events planned near your date?
  • Budgeting correctly having a plan to stick to it. The budget determines what is to be included and the specific amount to be set aside for each element of the function. A well planned budget helps to avoid shortages in critical areas and allows you track where you are at all times during the execution process.
  • Planning of all elements is the next step. These include the venue selection, Food and beverage needs, creating of content, selection of entertainment options, keynote speaker selection and audiovisual needs. Also the myriad of minor details needs to be planned for. Does the venue have adequate parking? Do you want to consider valet parking? What is the “bad weather” planning going to be? Do we need a coat and umbrella check area? During the planning process utilize your event professional to help you know and understand what all the possible areas that need to be discussed and planned for.
  • Selection of vendors that will help you create a memorable event is critical to your success. The major ones are food and beverage provider, décor and audiovisual. Take the time to “vet” these providers. Ask for references and interview them to make sure they are a “good fit” for your needs. Make sure they are a part of the “team” during the planning process so that they understand the overall plan and objectives you are trying to reach.
  • Execution of the event is now the at hand. Have your well-detailed plan at hand at all times. This “bible” is what you key people will use to distribute the knowledge to the “helpers “ you will be utilizing the day of the function to help keep you on track.
  • Evaluation of an event is always necessary for future planning of similar activities. It enables the organizers to identify their strong areas as well as their areas of weakness. This step also enables the organizing team and the corporation at large to find out from the attendees whether the goals of the activity were met or not. Always have a time soon after the event to have a “post mortem” meeting to document what went well and what can be improved in the future.

Corporate event planning is a vital process of any company. This process can achieve amazing results if a dedicated team of company employees and experts in event organizing field carefully approaches the planning of any corporate activity.



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