In business, there are often many occasions when it calls to have a corporate event. Such events can serve a number of purposes, and it depends very much on your business what you want to achieve from holding such a function. But whatever the point of your event is, you will want to make sure that you get everything as right as possible, particularly if there is a take-home message of the day which you really need to land. In this article, we are going to look at some of the processes behind planning a corporate event, and making it the best it can possibly be. Follow this advice and you should find that your next corporate event is your best yet.
Choosing The Date
Probably one of the most important parts of the whole process is choosing a date which works well for the greatest number of people. This is something which is surprisingly difficult to do, simply because there are always so many people involved and it is hard to choreograph them all. However, with a little patience and forethought, you should find that it is surprisingly easy as well. One of the main things to consider here is that you don’t want to clash with any other corporate events which might be relevant within your industry or field of work. If there is something going on which your business really needs to show up for, then it makes little sense to hold an event for the same week. You ideally want as much space in between your event and those events as possible, otherwise it won’t get the kind of attention and dedicated energy you want it to have.
Similarly, make sure that you don’t plan your event for a week or month when your business is likely to be particularly busy. Think about this. You know the seasons of growth and steadiness for your own business, so be careful and plan wisely. Once you have chosen your date, you want to make sure that everyone knows it as early as possible. This gives people plenty of warning, which is only fair, and it also means that nobody has any excuse not to be there. You don’t actually have to make it mandatory, especially if you plan early enough that people feel they should probably go. Choose the date well, and you are most of the way there!
Knowing what venue to go for can be one of those decisions that goes back and forth for a while until you land on something ideal. This partly depends on the kind of event that you actually want to host. For a simple, cut-back and business-minded approach, you might just decide to hire out a function room in which you can carry out the meeting. If you are going for something a little more all-round, in which you might want to include other activities, then you might need a slightly larger or difficult kind of venue. There is really no end to the kinds of venues that you can find for your corporate event. You could even go all out and use a bowling lane as a corporate event venue. It all depends on your people, your goal for the day – and your budget.
This is something that people quite often completely overlook until it is too late. The mistake people make is to think that they can probably afford absolutely anything that they set their sights on, and just going ahead with that assumption. However, you should treat the event in the same way that you would anything else in your business. You should mark up exactly how much the whole day is likely to cost you, see if you can find ways to limit the spending, and then set a budget based on that. This will ensure that you don’t go overboard – after all, there is little point holding an event in which you discuss ways of improving the business while also spending far too much money in the process of doing so. Budgeting is vital to a successful corporate event, so be sure not to overlook it.
You need to have some kind of a plan as to what you are going to do on the day if you want it to be successful. How detailed or strict this plan is is entirely up to you, of course, but there does need to be something that both you and everyone else can easily refer to on the day. Having an itinerary in this way helps to keep the day going smoothly, something that everyone is likely to be grateful for. Of course, it is perfectly possible to have quite a loose itinerary – it all depends on you and what you are hoping to achieve. So long as there is something tying the day together, you can pretty much do whatever you like.
This is not an essential, but it is often a good idea to have some kind of entertainment going on at some point in the day. For some venues, this is easier than others. It might be that you even want to have a party at the end of the day, perhaps with a live band and food and drink. Or, on the other end of the scale, you might just decide on a few in-house games, perhaps relating to the material that you are working with as a group. However you do it, it helps to have some kind of fun activity to break up the day a bit. It is likely that people will come back re-energized if you plan the day out this way. In the same way, it is often a good idea to ensure that you have plenty of breaks throughout the day, particularly if you are planning an all-day event. Having breaks encourages people to be able to approach the work better, and it will mean that the day seems much more manageable as well.