Corporate events are a great chance for your company to exhibit its accomplishments and create camaraderie among clients and employees. Options range from fancy corporate galas to casual parties. You need to think about activities, themes, promotions, food, and entertainment. Employees, investors, clients, and even potential customers may join, so it’s crucial that your company puts its best foot forward. California is a wonderful place, filled with great venues and companies that will help you along your way. This may seem like a daunting task, staying organized and following this corporate party checklist can help ensure that you have a successful event.
Step 1: Setting up and Research:
▪ Set a funds (talk to your financial department).
▪ Begin brainstorming the sort of event (for employees, clients, investors, etc.).
▪ Determine the goal of your event (reinforce your corporate culture, build relationships, increase sales or productivity, etc.).
▪ Decide on a date and time.
– Research venue locations, availability, and cost.
– Research transportation demands (parking shuttles, work to venue shuttles, safe ride home shuttles, party bus transportation).
▪ Select a theme (formal, casual, 80s, etc.).
▪ Research vendors and suppliers of the venue where your event is going to take place (food, decorations, promotional party favors).
▪ Research keynote speakers.
▪ Research professional corporate party planners.
▪ Research entertainment, such as bands, DJs, comedians, or other performers.
Step 2: Begin Booking and Promoting:
▪ Book the venue for your date, see to it you understand any parking limitations and/or transportation requirements that the venue may have.
▪ Select theme(s).
▪ Order decorations.
– Book your transportation to ensure you get the equipment you need at the best possible rate.
▪ Book your entertainment. (keynote speakers and live bands are the most popular for corporate events).
▪ Book a photographer/videographer to document your event.
▪ Send out the save-the-date notices (Post in your office, send out a save-the-date email, post card, post on your website, etc.).
▪ Review bids from vendors and suppliers.
▪ Look for hotels around the area to accommodate your guests. (Negotiate with the hotel, sometimes you can get a great discount on rooms).
▪ Order your invitations and RSVP cards to be printed.
▪ If you plan on making a program or newsletter for your event, hire or assign someone to begin putting it together.
▪ Order or rent needed devices. (cameras, speakers, etc.).
Step 3: Confirmations and invitations:
▪ Send out your invitations and motivate people to RSVP by a specific date.
▪ Check your hotel, food, entertainment, and venue.
▪ If your venue is outdoors, see to it you have a weather back-up plan.
▪ If relevant, inform guests about transportation arrangements and see to it that they understand what will be provided and how to access it.
▪ Confirm staff/volunteer responsibilities.
▪ Preferably, visit the venue to know precisely how you would like to set up (tables, food, stage, etc.).
▪ Decide on security needs.
Step 4: Day of Your Event:
▪ Have all staff meet early to make sure everyone is on the same page.
▪ Do a walk-through of your event.
▪ Listen to what people like and dislike. This way you can make your next event even better.
▪ Motivate your guests to be active on social media, which will help to promote your company.
– If your event includes alcohol service, ensure that the serving staff serving knows the rules to limit your liability.
Step 5: After Your Event.
▪ Produced a video or article to upload on your website highlighting the progress of the event.
▪ Put photos of your activity in your company newsletter.
▪ Deliver thank you notes.
▪ Write up a final report of what went right and wrong to ensure that you do not make the same mistakes next time.
▪ Save all finances and vendor information for future reference.
▪ Save any items that might be reused.
Planning a corporate event doesn’t have to be stressful. Planning a successful corporate event will not only make your company look good, but it will also benefit your employees, clients, and business. Remember, average events are quickly forgotten, but great, well-organized events are remembered for a very long time.