10 Tips to Help Plan the Perfect Business Event

A successful business event is a crucial way to connect with clients and workers, establish and foster connections, and possibly market a new product or service. Depending on the goal of the event, it can be lighthearted and entertaining, or serious and educational. Regardless, the organization is essential for a successful corporate event.

Here are our top recommendations for organizing an event that your bosses will never forget.

Have a specific goal in mind for the event

There are numerous reasons why you might need to organize a corporate event, ranging from a Christmas party to the debut of a new product, team building activity or tradeshows. 

It is critical that you understand why the business event is being organized so that you can arrange the remainder of the event appropriately.

Are you trying to impress new clients, or are you throwing a wild, let-it-all-hang-out party?

The tone, subject, and even the site of your event will be determined by its nature. It will also enable you to plan what administrative processes must be implemented, as well as assign the appropriate employees to the appropriate projects, in order to keep everything under control. It will also assist in determining what technology is required and what your clients or coworkers should expect.

Setting a date

First and foremost, a date must be set. This may be one of the most difficult aspects of event management. It is critical to try to coordinate schedules in order to maximize attendance while minimizing conflicts. It is also critical to consider workplace events and/or meetings in order to rule out your first choice of prospective dates. This will ensure that key individuals of the firm can attend, as well as increase attendance.

Depending on the size of your organization, you may be able to send an email and/or conduct a poll asking your colleagues to vote on the date they are available. You can absolutely check your calendars to confirm that no further conflicts exist.

It becomes more difficult when you are in charge of an event for potential clients. Check for any important events or bank holidays. It's a good idea to do some research on your client's business to make sure they don't have any major events coming up, and depending on your relationship, you can always ask them for their availability and preferred dates.

Remember that the earlier you send your invitations, the better. This means that people will be able to mark their calendars and save the day for you.

Understand and adhere to your budget

Budgeting can be difficult. The size of your firm and the generosity of its management can have a significant impact on how the event unfolds.

You must exercise caution while using corporate funds to avoid overspending. It is recommended as a starting point to stick to 90% of your budget and save the remaining 10% for contingencies. When arranging an event, you never know what might happen.

Keep a careful eye on your spending and read the fine print before signing anything. You don't want to overlook any admin fees or additional expenses!

Remember to budget for spreading the word as well. Sending email invitations may not necessitate a large expenditure. However, if you want something a little more lavish, you may need to set aside part of your cash. Inform folks as soon as possible so that they can mark their calendars.

You want to know how many people to expect before the event and whether any changes are required.

Keep track of numbers

Numbers will influence everything, from the price and size of the venue to the food and the obstacles you may face. It is critical to have a number of people to invite as well as the possibility of their presence. If your event is on a larger scale, remember to account for assistance, waiters, media, plus ones, and so on.

It can be tough to determine the numbers at first. You know how many people you've invited, but you don't know how many will show up. You also have to remember that some individuals may cancel at the last minute, while others may decide to attend at the last minute! Numbers will never be exact, but to assist yourself as much as possible, set a  given date for their response. This will improve the efficiency of your return rate and so help you stay organized for the remainder of the event planning.

Locating the ideal location

To begin with, decide where you want to hold your event. In a city with a lot to see and do near the corporate event, or somewhere nearby and easily accessible. Then you must decide what type of venue is most suited to your event. 

Being clear on what expectations the location must meet in order to delight your clients or coworkers will greatly aid in narrowing the search. This must also be balanced against the number of guests and your budget.

You should also consider the prerequisites. Do you require space for a projector, a table, or a dance floor or a dining hall? Have you asked your visitors on the invitation whether they have any particular needs? 

Look at the weather

When is your event taking place? You must ensure that the venue, travel requirements, and weather forecast all coincide.

Of course, there's no way to tell for sure what the weather will be like so long in advance, but if you're arranging an event in the winter, you know there's a much higher risk of rain, and do you really want your coworkers or clients to have to travel far, or not give any parking?

Travel arrangements

Because attendees are likely to live in different places, it can be challenging to meet everyone's demands.

While organizing an event may necessitate some travel, securing adequate housing on-site or nearby, as well as local transportation, is critical. However, whether you must only consider this factor or organize for it totally depends on your budget.

Will you be in charge of making travel arrangements, or will guests be responsible for making their own way to the event? Make it apparent to your attendees by creating an information pack. 

Organizing food arrangements

The type of catering you select will be determined by a number of factors. For example, what type of event you are holding, what your theme will be, your venue, your budget, and whether there are any particular dietary restrictions.

Many venues will offer in-house food, which is less expensive and more convenient because it requires less planning on your part.

Whether you choose in-house catering or a third party, make sure to read the reviews and make sure they have a solid reputation.

You should also consider the type of cuisine you will be offering. Will there be a set menu, or will your guests have to choose their own food? Or is a buffet more appropriate for your event?

Don't forget the drinks!

Are you throwing a bring your own booze party, or will you provide the libation? Make sure your guests know what to expect so they can come prepared.

When it comes to serving drinks during a corporate function, you have several alternatives. You may be able to bargain this with your caterer; alternative popular options include vouchers for each person, drinks served by waiters, and bottle per table. 

Challenge anticipation

There are numerous hurdles and potential problems that can develop while attempting to design a successful corporate event. Budgeting, venue cancellations, and low attendance are just a few examples.

The key to meeting these issues front on is to stay organised. You are more likely to keep control of the event if you know your budget, keep track of agreements you have made (with your venue and caterers), and stay in touch with your guests. Keeping track of event preparation and organisation.

What are your top suggestions for organising a successful corporate event?