When planning a corporate event, there are many factors that must be taken into consideration to ensure that everything goes off without a hitch. Whether the corporate event is a business meeting, awards ceremony, charity event, or office party, everything from the location to the food and drink available needs to be planned out ahead of time. The tips below will help anyone pull together a plan for the perfect party.
Develop a Concept or Theme
Begin by developing a concept or theme for the event. Even if the event is a business meeting, conference, or training seminar, it is possible to make an event even more memorable by incorporating a concept or theme. The concept or theme can then be used to identify appropriate coordinating factors such as themed dÃ©cor, invitations, and even suggested attire. Just make sure all the guests know the theme in advance and have plenty of time to prepare!
Create the Guest List
Next, the guest list for the event must be determined so that factors such as the number of guests in attendance can be finalizedâ€”as well as the size of the venue required, any dietary restrictions or allergy concerns and scheduling conflicts. Many corporate events are hosted outside of the office, particularly if spouses or guests are encouraged to attend, so it’s important to nail down a guest list as soon as possible in case there are bookings or reservations to be made.
Consider the Logistics to Help Determine the Perfect Location
The logistics of the event are not to be forgotten, and logistics play a vital role in identifying a suitable location. The questions below are designed to help identify the requirements the venue must have. How far is the venue from the office or wherever guests will be traveling from? What kind of parking or valet services are available? Does the venue have the multi-media amenities any presentations might require? Does the venue have the seating and dining area required by a group the size of the one that will be attending? Does the venue have room for the entertainment selected? Does the venue decorate and clean up, or will someone need to take care of these tasks? Does the venue offer catering, or provide a serving area for an outside cater? Does the venue have an adequate number of restrooms? Special events of all stripes, from bridal showers to retirement dinners and corporate meetings, can be accommodated in luxurious suites available from hotels and resorts, such as the GrandView.
Settle on the Length of the Event
Determining the length of the event will also help to identify factors such as what type of food and beverages need to be offered. The duration of the event will also contribute to how much seating is requiredâ€”as an example, Susan Adams writing for Forbes suggests that more seats will be needed at a formal dinner than at something such as a cocktail event with a small dance floor. Not only must the length of the event be taken into consideration, but also whether or not the guests will be required or encouraged to stay for the entire length. For example, a business meeting means that all guests will be there from beginning to end, but at an end of year office party that does not offer a full dinner it is likely that attendees will trickle in and out at different times.
Identify the Food and Beverage Needs
Even if the corporate event is short, and will not be serving a full meal, offering some sort of food and beverage selection is probably a good idea. This could include snacks, pastries, water, coffee or, for evening events, even a bar. If the event will include a full meal, consider tasting the food prior to the event to ensure it meets expectations. Regardless of the types of food and beverages being offered during the corporate event, it’s always essential to consider dietary restrictions for your guests. Cindy Schmitt Minniti, a contributor for Forbes, suggests planning around any guests who might be vegan, vegetarian, gluten-free, or diabetic, as well as accommodating any food allergies your guests might have.