9 Tips For Planning Your Corporate Event

Corporate Event With Projection Screen

Creating a positive corporate culture is important for any business. Your employees work hard for you, and it’s important that appreciation is conveyed to them. Throwing a corporate event is a great way to show appreciation, celebrate a milestone, and give back to your employees. It can help build moral and promote a positive culture, which can directly impact your company’s growth and potential. An employee that feels appreciated will work harder for you in the long run, so investing in fun events is a nice change of pace.

Woman With Laptop and Calculator

1. Understand Your Guests And Budget

The first and most important thing necessary to plan your event is knowing your budget. Figure out how much you’re able to spend, and then work from there. Don’t have champagne taste on a beer budget.

This isn’t to say you still can’t throw a wildly successful corporate event. On the contrary, it just means that you have to know where your money will make the biggest impact. Have an idea of who your guests are. Hopefully you’ve been able to get to know some of your employees or co-workers enough to get a sense of what they might like. It’s difficult to please everyone, but knowing your guests will go a long way into planning a great event. If you’ve got a handful of vegetarians at your company, you can make sure to ensure something on the menu is for them.

You're Invited Card

2. Invitations For Your Corporate Event

Deciding on throwing a corporate event is easy. Actually getting people there is a little more difficult. Whenever you’re planning your event, make sure that you’re inviting them well in advance so they can plan accordingly. We recommend at least a 1-2 month notice.

If your company has an email service, start with designing an eye-catching email letting employees know. Send the email out at least 2-3 times to remind employees about the event. We would also recommend having a signs or posters up on the wall in various areas of the company. Make sure to include vital information such as date, time, location, parking availability, if they need to RSVP, and who they can contact for questions, as well as if they can bring a spouse (or whole family should you decide on that type of event).

corporate event venue at grand banquet hall

3. Picking The Right Venue

You’ll want to ensure that your event venue you choose has the right type of vibe for the type of corporate event that you’re holding. Your company has a certain image, so it’s only right that your venue lives up to that same image. Make sure your venue is able to accommodate however many guests you expect to have. If you’re planning on having a DJ for the event, make sure the venue has space to accommodate that. Similarly, if you’re planning on showing videos, ensure that the venue has the correct equipment to handle that.

Speaker Talking At Corporate Event

4. Make Sure To Have An M.C.

Whatever type of corporate event you’re planning, the event needs to have some type of flow. Make sure whether it’s you or someone else that there’s someone who can be the M.C. and make announcements during the event. It’s important this person feels comfortable speaking in front of large groups. While not necessary, if you’re able to secure someone well-known in the community or a celebrity, it can make a big difference on the mood of the event.

appetizers for corporate event

5. Picking The Right Vendors

Your event is going to require a variety of vendors like catering, music, photography, entertainment, and more. Take your time to find the right vendor, as this is a vital part of the event. More than likely your venue will offer their own dining and catering services, so make sure you speak with them first and see what they offer. There’s a good chance that it can save you a headache of outside caterers. We’re always asked about our catering options, and working with our clients is extremely important. Your venue should be willing to work with you on ideas for food.

Make sure to keep in consistent contact with your vendors before the day of your corporate event. Going over your agreement with them again before the event can ensure that things run more smoothly. Also, if anything changes on your end, make sure to contact the appropriate vendor to let them know. Changes happen, and that’s understandable—but communicating with your vendor will help them do their job better.

Corporate Team Communicating

6. Communication Is Key

If you have other co-workers helping you with your event, make sure to stay in appropriate contact with them. Clearly define their role in planning the event and provide them with support should they need any help. There’s a good chance they haven’t done this before, so helping them along the way will make everyone’s job easier.

event goals and objectives

7. What Is The Goal Of Your Event

Figure out what the goal of your event is. If you’re trying to show appreciation for your guests, then let that drive your decisions for the event. If you’re trying to educate guests, then make sure you have the proper tools to do that. Figuring out your goal and budget will help to create the foundation of your corporate event.

checklist on notepad

8. Using A Checklist

Taking on a task like this can seem overwhelming. We recommend using a checklist to make things a little easier. Checklists are a great way to ensure everything is in order before the day of the corporate event. If you’ve got multiple people working on the event, make sure they have their own personalized checklist for the tasks they are required to finish. We found a great event checklist for you to use.

agenda written on paper pad

9. Provide An Agenda

Guests will appreciate being informed on the agenda for the evening. Creating a simple agenda can go along way in promoting the atmosphere you want for the night. If you do decide to print an agenda, make sure you’re using a quality paper so that it can last throughout the night and not easily be torn or destroyed.

Conclusion

Planning your corporate event may seem difficult at first. Being organized will help you along the way in meeting the goal for you, your company, and your guests. Keep in mind you won’t be able to please everyone all the time, so try not to get too worried. Communicate with whoever is helping you with the event including coworkers and vendors. Proper communication is going to be key in ensuring everything runs smoothly. Just stick to it—you’ll make it through!