6 Expert Steps to Planning a Corporate Event

Planning corporate events like banquets, parties, and recognition events is no small task. With careful planning and attention to detail, these events can succeed. Whether the event is large or small, it’s best to start early with planning and give at least 90-120 days to the process. 

Look at the 6 expert steps to plan a successful corporate event.

1. Determine the type of event.

2. Confirm the audience and number of guests.

3. Set a realistic budget.

4. Select a venue.

5. Create a timeline.

6. Execute.

Determine the type of event.

If you’re planning a corporate event for your employer, it’s necessary to understand the type of event you’re planning. Is this a corporate event that includes the employees and their families - similar to a picnic? Is this a banquet where awards will be presented and speeches given? 

Determining the type of event is the first step in planning a successful event. What is the event, and why is it necessary? Start here. Understanding the type and purpose of the event will guide you in creating a memorable, meaningful, and engaging event for those who attend.

Confirm the audience and number of guests.

The scope of the event includes the audience and number of guests. The audience will determine the type of event along with the content and activities. The number of guests will determine where the event can take place. While not everyone invited will attend, it’s important to remember to use a space that could accommodate the confirmed guests and those who might not RSVP but still show up.

Set a realistic budget.

The budget will be essential in planning the event. Once an amount has been allocated for the event, include a cushion of 10% additional budget. For example, if you have $7000 to work with, plan to spend about $7700. With today’s prices, it’s easy to spend more than you intended to, and the cushion is necessary in case of minor budgeting errors. 

Be sure to include appropriate food and beverages for dietary restrictions. A set menu to offer for those with dietary restrictions will be important so they can feel comfortable when ordering or attending. Some dietary issues can be life-threatening, so an alternative must be available in these cases.

Do not skimp on things like the sound system or lighting. For a corporate event, not being able to hear the people who are speaking, or a sound system that is buzzing or screeching can become the focal point of the event. Make sure the event is remembered for being well done, not for having a screechy sound system, poor lighting, or not enough food.

Select a venue.

Choosing the venue will be a relief in the planning process because once this is set, the rest of the details will quickly take shape. Some questions to ask a venue manager can be found here. When possible, schedule private tours to see the venue in person and to ask all necessary questions. Here are a few to get started:

1. Do you offer package pricing? If yes, what’s included in that package pricing?

2. What is excluded from the pricing?

3. How many people can be accommodated at seated tables? Standing room only? 

4. What are the table configuration options?

5. What is the contract and payment terms?

These questions should help begin the process of narrowing down a venue. 

Create a timeline.

Now that you have confirmed the number of guests, set a realistic budget, and selected a venue, it’s necessary to create an event timeline that will ensure everything gets done in time for the event. A broad timeline is helpful to start with as you plan, and then you will want to revisit the timeline and include details down to the minute. We have excellent tips on creating a timeline here. 

The timeline needs to be detailed with specifics including the task as well as who is responsible for completing the task and the date it needs to be completed. You will be grateful for a detailed timeline, and it will be beneficial in the future when planning other events.

Execute.

Once you have completed all of the planning, it’s time to get to work doing the actual things. The event has been planned, the details are ready, and it is go time. Using your timeline, begin marking off things as they are complete. 

It’s important to plan for unexpected occurrences. There are always small details that pop up on the day of a special event. Our job at Royal Affairs Ballroom is to work with event planners to handle the venue details so that they can handle the other details outside of the venue. We strive to ensure guests have a stress-free experience when hosting an event at Royal Affairs. Call us today to schedule a private tour at 972-221-6565 to learn more about how we do special events. We would love to meet you!