8 Steps for Planning the Perfect Corporate Event
Heading into the fall months, it’s time to begin planning for corporate events and parties over the next four months. The last quarter of the year fills up quickly with athletic events and holidays.
Before you can blink, it’s time to ring in the New Year and wipe the slate clean.
Corporate events, parties and banquets are part of the busy season leading up to the end of the year. It’s time to consider what is necessary to execute a top-tier event to avoid panic and stress in the planning process. We have 8 steps to help you get started.
1. Set a budget.
2. Select a date carefully.
3. Select a venue.
4. Choose a business appropriate theme.
5. Select a caterer.
6. Hire a beverage company if alcohol is served.
7. Send invites well in advance.
Set a budget.
Setting a budget is the first step to planning the perfect corporate event. Most corporations build special events
into the budget, so there should be an amount already allocated for this purpose. Once the budget is set, the rest of the planning can begin.
Select a date carefully.
Many corporations plan holiday parties. Do not schedule parties on a particular holiday, as many people will not attend. Schedule the party on a date preceding a holiday that accommodates other possible conflicts in order to reach the largest number of attendees. Keep in mind that the months prior to a holiday fills up with special events of all kinds, so plan accordingly.
One great option is a Monday evening after the workday ends. Most people will go straight from work to the event. It makes it easy to have more people attend this type of event.
Select a venue.
Venue selection is the next important step. Your venue should accommodate the number of guests you expect to attend with ease. Something to consider with your venue selection is what items they will provide at no extra cost. Some venues provide items like tables, chairs and linens while others do not. As a result, additional rental charges for those items will be included in your budget. You can read here about Royal Affairs Ballroom and the many items we offer at no extra charge.
Be sure to ask questions of the venue you select to avoid frustration in your planning. It’s also a good practice to have a second venue in mind in the event of an emergency.
Choose a business appropriate theme.
When hosting a corporate event, keep it modest and classy. Choose your theme carefully in order to avoid chaos and confusion for guests. Choosing a theme that is too relaxed can lead to inappropriate behavior for a corporate function. Set the tone by choosing something that is fun, but not out of line. It’s also a good idea to have several people approve the theme before proceeding with it. As you implement the theme and colors, be sure to include requested attire for the event in order to avoid anyone showing up dressed too casual or too formal. Guests prefer guidance on the dress code to avoid embarrassment.
Select a caterer.
Many venues will offer a preferred vendor list for catering. This preferred list means the venue has vetted vendors and has a good working relationship with them. It can provide you peace of mind in selecting a caterer that you haven’t worked with in the past because you know the venue has used them with great results. Additionally, if you already have a preferred caterer, be sure to get approval from the venue to use your preferred caterer and then proceed with menu selection.
Confirmation with the caterer is usually schedule 7-10 days out from the event in order to provide the final headcount of attendees to the event. Careful tracking of RSVPs will assist you to keep your food budget in check.
Hire a beverage company if alcohol is served.
Beverage companies often operate separately from caterers due to licensing for serving alcohol. Hiring a reputable beverage company is important. It’s also a good time to consider what drinks will be offered. Limiting the consumption of alcohol at corporate events is a wise consideration to avoid over-serving people.
Send invites well in advance.
As soon as the date and venue are selected, it’s a good idea to send invitations or save the date cards right away. Using an electronic format for invites simplifies the planning and RSVP tracking. Providing guests with plenty of time to plan to attend is both courteous and helpful.
Work with trusted colleagues to execute the event. Delegate tasks to those who are gifted in a particular area. If one colleague is great at decorating, hand off the task of decorating for the event to him or her with the theme and budget they have to work.
Large-scale events can be time consuming when you try to do it all on your own.
Royal Affairs Ballroom is a unique event venue where many corporate events are held each year. We work with events of all sizes and look forward to assisting in the planning and executing of each one. If you are planning a corporate party, banquet or other special event, call us today at 972-221-6565 to find out how easy it is to work with our team of event specialists.