12 Feb 5 Steps Texas for a Business to Plan the Perfect Corporate Party
Corporate events are a great opportunity for your company to showcase its achievements and create camaraderie among clients and employees. Options range from fancy corporate galas to casual parties. 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 money (talk to your financial department).
▪ Start brainstorming the sort of event (for employees, clients, investors, etc.).
▪ Figure out the goal of your event (reinforce your corporate culture; build relationships, increase sales or productivity, etc.).
▪ Select 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).
▪ Choose 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: Start Booking and Promoting:
▪ Book the venue for your date, make sure you are aware of any parking limitations and/or transportation requirements that the venue may have.
▪ Opt for theme(s).
▪ Order decorations.
– Book your transportation to ensure you have 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 suppliers and vendors.
▪ Find hotels around the area to serve 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 equipment. (cameras, speakers, etc.).
Step 3: Invitations and Confirmations:
▪ Send your invitations and urge people to RSVP by a specific date.
▪ Check your hotel, venue, food, and entertainment.
▪ If your venue is outdoors, make sure you have a weather back-up plan.
▪ If relevant, inform guests about transportation arrangements and make sure that they understand what will be provided and how to access it.
▪ Verify staff/volunteer responsibilities.
▪ If possible, visit the venue to know specifically how you want to set up (tables, food, stage, etc.).
▪ Determine 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.
▪ Pay attention to what people like and dislike. By doing this you can make your next event even better.
▪ Encourage your guests to be active on social media, which will help to promote your company.
– If your event provides alcohol service, see to it that the serving staff serving is aware of the rules to limit your liability.
Step 5: After Your Event:
▪ Produce a video or article to upload on your website highlighting the progress of the event.
▪ Put images of your activity in your company newsletter.
▪ Send out thank you notes.
▪ Write up a final report of what went right and wrong in order that you do not make the same mistakes next time.
▪ Save all funds and vendor information for future reference.
▪ Save any items that can 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.