Corporate Event is always very important, be it the people who host it or the people who attend it. The event can be an anchoring point for the hosts to achieve their objective for which they arranged it all. One step in the wrong direction and you could just hit the bottom. It does not matter if the event is planned to foster interpersonal relationships with your clients or allies, to promote your business, to boost your sales or to increase the revenue? If you want it to be successful, check off the to-dos from the Successful Corporate Event Checklist given below. We recommend you, get it printed so that you can work easily through the stressful job of planning a successful Corporate Event.
✓ Set Your Goals and Objectives
Why do you want to arrange an event? Do you want to raise awareness? Arrange a donation drive? Celebrating a milestone? Is it a product launch? Conference? or is it a networking event? Each mentioned event has its own purpose. Note down what do you want to achieve out of this. Setting goals would clear ambiguity and it will ensure a smooth-running of events attaining the desired outcome.
✓ Setup The Event Essentials
The next step to take is to establish some of the key details of your event and add it in your Corporate Event Checklist:
Date and time:
Decide a date and time for your event that could easily be agreed on by your attendees.
Finalize a geographical location, country? city? area? The place that seems most related to the cause of your event. Research and interview the vendors of that location to decide which vendors you can rely on.
Shortlist a number of venues that have your required capacity to comfortably accommodate the event attendees, suit your budget range and the theme of the event.
What are the people who would be attending your event? They are the second important thing to focus on in setting goals. Consider that you need to meet their needs and expectations to make the event successful.
The food offered in your event says a lot about you, decide one after going through the details of the most suitable menu provided by the catering services.
✓ Build an Event Budget
Microsoft Excel spreadsheet would be a lifesaver here. Begin from the major categories. for example rentals, decor, speaker fee and catering. Break down all the expenses according to the priority you give to each category. Also, do research on the costs of rentals, contact the vendors and get their quotes, pay deposits after negotiating for discounts.
✓ Incorporate Audience Engagement Activities
The audience must be kept engaged in the event to keep it running smoothly, no one wants bored attendees in their event. Design activities according to the type of people attending. These must be related to the industry they work in yet fun-filled. Keep some gifts for the winners to make people excited till the end. Giveaways can make people remember your event for as long as possible.
✓ Gather Paperwork
Let your budget be approved and signed by your company’s executives for the smooth flow of cash needed to be paid. Make sure you have planned to meet all the laws and codes or obtained the licence or permission for conducting the event peacefully. Assign a bookkeeper or a treasurer to manage all the payments and receipts. Create an agenda and distribute it to all the guests and attendees of the event so they know which program would be tailed after the one that ended.
✓ Tailor Your Event as a Brand
Publicize your event on your website or social media pages. Describe your event to grab people’s attention. Make an event log and come up with a tagline to make it familiar to people in your industry. Send emails to your attendees to spark interest in them. You can write blog posts or make a promo video about your event.
✓ Things to Do in Last Week
- Confirm your schedule with all the event vendors, their arrival and setup time.
- Finalize even script, presentation or speech, speaker introductions, thanks, closing remarks.
- Draft a program blueprint
- Send invitations and reminders
- Reach out to confirm presenters/speakers and request a copy of the presentation or speeches
- Follow up with your event sponsors, receive any promotional materials you need to share with event attendees.
- Finalize and proofread all the printed materials.
✓ Hire a Professional Event Planner
Who can do a better job than a professional? To have a successful corporate event hire a professional event planner to do the honours. They usually have the trained staff to deal with all the critical checkpoints. Though you can’t just leave everything on them and it’s your right to cross-check with them every now and then. They make your whole preparation hassle-free and keep you away from all the tension.
These are not all but the most commonly used checklist items by many famous event planners. A Corporate Event Checklist to make your event a successful one and to be remembered for months. You can call us “The Event Planet” and get it all managed by professionals.
For a host to make sure that everything is picture-perfect can be stressful and requires hiring an event planner. The best event planners know that it takes a great deal of time and effort to organize an event and demands communication and collaboration with different teams and vendors. Following are the tips that will help you in choosing the best event planner.
Having Legitimate References
Know your occasion and the experts who manage such occasions, all occasions are not equivalent. Then you must find an event planner with an authentic professional record. First, it will help to know about their expertise and second, it will give you an idea of the quality of the events planned by them and what type of experience their customers had with them.
For example, if you want to plan a birthday event for your child but the event planner you chose is amazing at planning corporate events but has zero experience of household events then you may want to look for someone having relevant experience.
The Best Event Planners have Passion
“Do what you love and you will never have to work a single day in your life”, as put forward by someone who knew that if you enjoy your work then it enables you to cope with its stress. A true passion helps you overcome the obstacles that stand in your way and stay put when everything seems to go south. It also boosts your imagination to create beautiful things.
Passion is something that no one can teach you, either you have it inside of you or you don’t. If you find a passionate event professional, then do not let go of him/her because passion drives the ability to deliver great events.
Successful event planners have the ability to work with all kinds of people: sponsors, suppliers, traders, volunteers etc. Good collaboration with such a wide range of people requires social intelligence. is this profession one cannot succeed on his own. Also, what’s an event planner without its team players? The collaboration and support of a team are fundamental to the event planner’s work.
Good Communication and Listening Skills
Good planners should be able to listen and understand what do their customer wants, be clear and get their point across concisely when it comes to communicating with the customer. To successfully work with a range of people, a planner needs to be able to nimbly resolve conflicts, be a confident but pleasant negotiator. Moreover, it is not just about communicating the information from person to person but also the ability to present and share their ideas.
It would not be wrong to say that the ability to handle budgets is the key to success. An event planner needs to define the guideline of the event and plan of actions, all under the set budget. Also, nothing could be worse than a planner suddenly springing hidden fees or policies on their client. Professional event planners are always open about fees and policies. Also, they will always ask before taking any actions that might increase the agreed-upon budget.
Availability and Flexibility
Event planning is a job that requires being on the lookout at all times. Most event planners don’t work around the traditional office hours and their availability depends upon the nature of the event. Event planners need to be flexible and adaptable as they don’t have any room for single-mindedness. They often find themselves in a situation that requires last-minute changes. Besides, no matter how prepared they are, the unexpected happens faster than one thinks.
The event planner must be resourceful and imaginative to overcome these obstacles. It also applies to the new methods and innovations which continue to flow into this fast-moving industry. You could compare event planners to a chameleon, capable of adapting quickly to circumstances and its continually changing environment.
Organization and Time Management
The event industry is based around organizational skills, period. As far as traits for success are concerned, an absolute non-negotiable is the need to be organized. Now, working in the event industry requires having an overall view, while keeping an eye on a series of small details. Organization and timing are key factors and planners are required to multitask and do 100 things at a time to execute a successful event. There are a lot of tasks flying around, and everything needs to be aligned at a single point in time. The best organizers have a flawless plan of action, detailed to-do lists, and helpful technological tools.
In conclusion, event planning is a very specific job depending upon a wide range of skills and experience. Only the best event planners can take the stress and frustration of organizing an event away from you. Therefore, having an event planner is a sure-fire way to allow you to relax and enjoy the event.
The world of corporate event is fascinating. There is a variety of purposes, different varieties of attendees, in fact, corporate events are very diverse. These are basically business-oriented. The series of actions is just for growth purposes, better sales, and positive market positioning. The constant pursuit of serving, making a great impact and connecting different stakeholders makes the need for in-person interaction imperative.
Here are the steps you need to consider when you are tasked with coordinating and managing a corporate event.
Step: 01 Design The Event Project Life Cycle
Each event moves from the concept to the planning and from implementation to the results.
You should start with the idea along with its feasibility.
You should know the event goals and objectives, what message you want to share and what type of format to employ.
Here you also need to assemble the planning team.
Next, you need to set up the planning process. Finalize the event date along with the requirements of the event.
Step: 02 Ensure An Efficient Work Breakdown Structure
After you figure out the event strategy and planning stages you need to transform them into actionable tasks, which you will assign to the different team members.
Depending on the desired goals, it would be wise to work with the corresponding teams and design a strong event strategy. This work breakdown will be very beneficial for flawless coordination and event planning.
Step: 03 Facilitate Clear Communication
For a successful corporate event, you need to have a big team. That is why using common terminology with the different teams is a must.
It is also very important to create an event database where you can track all the necessary information, and it must be accessible to all the team members.
You need to establish the event’s dynamic to discuss the new challenges and to track the process.
Step: 04 Make Use Of The Transferable Skills
You can always ask the team members who have the necessary skills to overcome the planning challenge. For example, you might find someone from the marketing team who can help you in promoting the event on social media. Or someone from HR might know how to moderate a conference or a workshop.
Companies run multiple events during a year, which means once you have deprived one you need to start planning the other one.
That is why you will achieve greater efficiency if you will create a clear-cut event planning methodology.
Summer is all about saturated colours that stimulate your senses and energizes you like a glass of lemonade. These sensational colours range from fiery red to deep blue coral pink. These shades have elements of humour, entertainment, and modernity. Choose the event colours that suit the theme.
It is fiery red, which means it is on the warm, slightly more orange side of red. It is very confident and powerful.
It’s a close sister colour of Mustard. It is slightly exotic, exudes positivity and boosts the people’ s energy.
It is calm and deep like an evening sky or the sky at dusk
It is a healthy, restorative colour from the Green colour family inspired by our focus on the environment.
It is an aqua shade connected to cleansing water. Biscay green cools and refreshes.
Washed blue looks surprisingly great and bright.
Orange is playful and fun. This tangerine tart is perfect for the summer.
Mix blue and green, you will get this teal-ish shade of blue and works best with wood tone colour.
This light yellow is soft and saturated.
It is a softer version of living coral. It is fresh, revitalizing, and feminine colour. It works alone and in combination with warm colors such as yellows
It is a dark, carrot orange colour with a peach undertone. It is a perfect colour for a game theme event and can be paired with other muted warm colours.
It is more mellow than true purple and comes in a range of shades, from light to dark.
So, if you want to have select trending event colours, book The Event Planet and have your big day with full perfection.
An Event Planner Will Save You Time and Headaches
There are hundreds of small details that need to be taken care of when planning any event. Much of them you may be aware of, but most of them likely not. Hiring an event planner will save you time and allow you to focus on some of the bigger aspects of your day. An event planner will save you the time and headaches of attempting to figure out what to do, and when to do it.
An Event Planner Will Help You Bring Your Vision to Life
Where an event planner comes into play is hearing what you want and using their expertise to bring your vision to life. An event planner will use their industry expertise in Pakistan to help achieve the look and feel that you want for your event.
For example, perhaps you wanted to use blue napkins, but the planner knows that black napkins will compliment your other colors more appropriately. It’s all in the small details that really can push your event from being great to being unforgettable. This is where the event planner’s expertise and vision can make all the difference.
Industry Expertise and Fostered Relationships
Over time, event planners build up a list of vetted industry connections which they can tap into when planning your event. Since they’ve worked closely with these various vendors such as florists, bakers, makeup artists, photographers, bands, and so on, chances are your event planner will be able to not only find the perfect vendor for your specific event, but they can often get you a better deal than if you were to visit a vendor yourself.
Organization and Details
By the very nature of their job, event planners have to be organized. Through their experience, they’ll have expertise on what the best practices are when it comes to planning your event. They’ll know how to best structure your event, which will have the biggest impact on your guests. Having an organized event means that everything will run smoothly, which leaves you having to worry less.
When you read a story, the essence of what makes it so great is the small minute details. An event planner knows that the little details are what matter in telling your story to your guests.
Budgeting for Your Event
When it comes to your event, naturally you want everything to be perfect. All the details you dreamed of are important, and that can be fine when you have an unlimited budget—but most people have a specific amount that they have planned on spending.
Having an expert event planner will keep in check with your budget. Their expertise allows them to know where to allocate the right amount of money to make the biggest impact you’re looking for. Also, as mentioned earlier, your event planner will have connections to vendors who may work with you for a lower price, which should help stretch your budget.
Timeliness and Flexibility
It’s not easy to leave work in the middle of the day to meet with a vendor. Having an event planner will eliminate that problem, since they will be able to meet with vendors and make any decisions that need to be made.
Your Event Planner Will Be There for You
In the process of planning your event, you’re certain to have ideas and questions. Having an event planner will allow you to ask those questions and bounce ideas off of someone who is an expert in the field.
Also, their job doesn’t stop at planning. On the actual event day, you’ll have someone who is there to stay on top of things so that everything goes smoothly.
Event Planners are responsible for every aspect of event planning. Their main duties include selecting venues, determining the cost, arranging event services, and monitoring client approval.
So if you are looking to organize a successful event in Karachi, get in touch with The Event Planet team straightaway to make your event planning stress free.