Organising a corporate event can be a daunting task. You want to keep an air of professionalism while still ensuring that people are having fun and enjoying themselves. All the while, you need to make sure that the event meets its goals.
It’s a tall order, but it’s far from impossible with the right preparation and planning. Here are some tips on how you can organise a truly impeccable corporate event.
1. Hire The Right Staff
First and foremost, you need to make sure that you have the right people working on your event. You can’t man a ship on your own – you’re going to need a good team to help you out. Hire staff that are not only experienced in event planning but who also fit the image and tone of your event. Unless you’ve already done this a hundred times, this means that you’ll likely benefit from talking to an event staff agency that can help you find the people that meet your needs and expectations.
As a general rule, though, you want people who understand what you’re going for, and who will be able to execute your vision flawlessly. Whether you have a big budget or a tight one, you need to make sure that you get the right people for the job.
2. Choose A Great Venue
The venue you choose for your corporate event can make or break the entire experience. It’s important to pick a place that is spacious and comfortable, with enough room to accommodate your guests. The venue should also be convenient to get to, and it should have all the necessary amenities and facilities. This is the key to ensuring your guests are mingling, interacting, and having a great time, while also getting business done. If you’re planning on hosting a large event, you’ll also need to make sure that the venue can accommodate that.
Once you’ve found a few potential venues, it’s important to visit them in person to get a better sense of what they’re really like. This way, you can be sure that the venue you choose will be perfect for your event.
3. Plan The Agenda
The agenda is arguably the most important part of any corporate event. This is what will determine the flow and tempo of the entire day or evening. It’s important to plan an agenda that is both engaging and informative, without being too heavy on either side. You want your guests to be excited and interested, but you also want them to walk away knowing a lot. It’s important to give the speakers adequate time to share their knowledge and expertise with your guests while ensuring that there is still enough room for mingling, networking, and enjoying themselves.
A good agenda will touch on topics that are both relevant to your event goals and interesting to your guests.
4. Pick A Memorable Theme
Your corporate event is sure to get lots of press coverage, especially if it’s a large or high-profile one. This means that you need to make sure that your brand and logo are featured prominently at the event. Picking a memorable theme will ensure that people remember the entire experience – both what was said and done, as well as the look and feel of the event. A good theme will also help to tie the entire event together, from the décor to the food and drink. It’s important to choose a theme that is both relevant to your brand and interesting enough to generate excitement.
Even if you don’t expect a lot of traditional media representatives to cover the event, your online presence can still be impacted by a good theme.
5. Offer Unique Food & Beverage Options
Your guests will likely be expecting the usual suspects when it comes to food and drink options, but that doesn’t mean you have to give them what they’re expecting. Offering unique food and beverage options is a great way to add excitement and interest to your event. It’s important to make sure that you have enough variety to satisfy everyone’s tastes, but you also don’t want to go overboard. Stick to a few key foods and drink items that will really stand out and make your event memorable. Of course, don’t go too out of the box either – you don’t want to offer anything that has real shock value, as that can backfire.
If your attendees are used to champagne and canapés, you might want to consider offering something a little different, like high-end prosecco or gourmet hors d’oeuvres.
6. Provide Interactive Activities For Your Guests
Your guests will likely be excited and engaged during the speeches and presentations, but there will inevitably be some downtime. It’s important to make sure that your guests are kept entertained and engaged throughout the entire event. This can be done by providing interactive activities for them to participate in. These activities can be anything from games and trivia to more hands-on activities like arts and crafts. The important thing is that they’re fun and engaging, without being too disruptive or distracting. You want your guests to be able to participate in the activities if they want to, but you also don’t want it to interfere with the rest of the event. It’s also important that they have the ability to talk amongst themselves. As a good host, you should help people make interesting connections with one another.
Introduce guests to each other, and always mention something they have in common in order to help them bond.
7. Plan Out Guest Seating And Logistics
When it comes to planning out the seating at your corporate event, you want to do everything in your power to make sure that everyone is comfortable and has a great view. You can certainly put people with similar interests or companies together, but avoid segregating too much as this can actually make it harder for them to network and bond. A good way to ensure that everyone has a good seat is to create a seating chart in advance. This will help you avoid any awkwardness or confusion on the day of the event. You should also make sure that you have a clear plan for how guests will be arriving and departing from the event. This includes planning out transportation, as well as where they will be able to store their belongings. If you have a large number of guests, it might be worth considering hiring security to help with crowd control – just in case.
Organising a corporate event can be a daunting task, but it’s far from impossible. By following these tips, you can be sure to throw an impeccable event that your guests will remember for years to come. Just make sure to do your research, plan ahead, and be prepared for anything that might come up.