corporate event list

The ultimate corporate event planning checklist

Hosting a successful corporate is indeed a stressful task if you are not adequately prepared. Usually, there are many attendees from numerous companies and vital representatives from your own brand. However, if you properly plan preparations, hosting a corporate event can be a highly productive, enjoyable, and rewarding experience. Here is the ultimate event planning checklist to ensure your corporate event is smooth sailing.

 

Select the Event’s Date

This may seem like an obvious first step, but it’s one that requires a lot of coordination and planning. The selection of an optimal date meets the choice of the best date for some professionals and even companies. This way you can work with the best location to coordinate a date that fits. You will also need to know important dates within your company so you can plan around them and choose the optimal date for the corporate event.

Have A Comprehension Budget

As with any major corporate expense, a budget is essential to running a corporate event properly. Budgets help you decide what you can spend a little more on and what you don’t need. It also helps you choose the type and amount of food you bring to the event. Other elements of the budget include drink options, tickets, catering, and equipment rentals.

Create A Plan for the Entire Event

Think of a corporate event as a show that requires constant attention from the audience. Do you have time for guest speakers, group activities, and sharing? If so, when and how are these done? A meaningful schedule will help the event run more smoothly. If the event lasts for several hours, make sure you have time for a break.

Book Speakers 

Guest speakers are a great way to keep your event growing smoothly. You can motivate the audience while reminding everyone why you are attending the event in the first place. A list of speakers can simplify the booking process. Some speakers may hesitate if not compensated. Check if this is part of your event budget. Others may simply be uninterested or distracted by past interests. For these reasons, having a large list of potential speakers is very useful.

Determine the Event’s Goal

This is something that executives must make before the event, but it must be central to the overall event planning process. Is the goal of the event to increase the company’s sales or to strengthen the morale and team ties? Whatever it is, planning around the goals of the event will help you reach your goals more effectively.

Plan for the Audience Size

The phrase “know the audience” is more important than ever when planning a corporate event. Planners need to consider seating, food, drinks, equipment, and guest needs as needed. The number of audiences is also an important consideration when choosing a venue. Don’t make the mistake of choosing a venue that is too small for a large number of people.

For corporate events, Resources Groups staff and chefs have plenty of experience to provide you the best service. Also, the catering team provides several menus and catering options for your event. To start planning your corporate event, give Resources Groups a call at +91 9216262026+91 9216262016 .

How Successful Event Planners Stay Organized

Whether you are a corporate event planner or an administrative person, the basics of event planning require you to have strong organizational, communication, and documentation skills. Regardless of your level of experience, even a hospitality enthusiast can put on an amazing business event with a little bit of creativity and a lot of organization along the way. But when it comes to event planning, particularly for busy event planners with more than one event on their books, staying organized can be a bigger obstacle than most realize.

How Event Planners Stay Organized

Organization is one of the many keys to success for most event planners. Not only can mastering organizational skills lead to less stress, but it can also enhance your creativity as an event planner allowing you to see the bigger picture and think outside of the box knowing that you have a firm handle on the details. Here are a few ways that successful event planners stay organized.

Creating event and event planning binders is probably the most efficient way to stay organized for planning seminars, conferences, internal training, executive meetings, and all types of events. While many event planners are moving to more electronic and digital organization tools, physical binders can serve as the place for the most important event and program details. Keeping hard copies of certain documents, notes, and other details can be a lifesaver over the life of an event.

Ideally, each event and/or program should have its own binder. Depending on the complexity of your event, your binder can include several sections, including:

  • Itinerary/Agenda
  • Key Contacts
  • Attendees
  • Communications
  • Contracts
  • Banquet Event Orders
  • Entertainment
  • Lodging/Rooming List
  • Arrivals/Departures
  • Activities
  • Gifts
  • Budget
  • Miscellaneous

With your event planning, binder updated regularly, you’ll easily share information with your internal colleagues and clients, even if they don’t give you much time to prepare.

Utilize Event Planning Software or Online Document Storage

While your event binders should include all of the most important details of each event in hard copy, the rest of your reference notes, ideas, and correspondence should also be kept organized and together. Today, many event planners use event planning and management software, but many more are looking to online file storage options to keep organized.

Online tools like Google Drive and Dropbox can provide an organized place for all sorts of electronic documents from spreadsheets to invoices. These tools allow you to upload, store, and organize documents into online files and folders where they can be easily accessed from anywhere. You can open documents on your laptop, smartphone, or tablet. You can also easily attach those files to emails or share the document with colleagues, vendors, and clients. It can be the perfect organization solution for event planners who are always on the go.

The Organizational Bottom Line

In the end, how you organize your documents, notes, and correspondence is up to you. Every event planner has a different system that works for them and their events. The most important factor should always be accessibility and readiness for information. So make sure that whatever system you use, you can quickly and easily locate the information you’re looking for.