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Planning a Successful Corporate Event Checklist

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.

Location:

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.

Venue:

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. 

Audience: 

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.

Catering:

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. 

How To Make An Event Memorable?

To make an event memorable you need to make the strategy and then take simple steps to execute it and make your event an outstanding one that your guest can never forget.

The following points can be helpful for an exceptionally good event.

Have a Clear Vision

One must be having a clear vision about the accomplishment of the event. You have to make sure that every individual must be having a good time, so plan accordingly.

Provide Great Food and Entertainment

Food and entertainment are the most important part of an event. Make sure that the quality of the food must be up to the standard and is available in a sufficient amount. For this purpose, the buffet system is better than any other arrangement. You can also arrange the table to allow the guest to make their cocktails providing them options of syrups and fresh fruits or assemble the burger. It will be a sort of activity for the guests. On the same hand, there must be some entertainment for the guests like music, games, etc. Choose the entertainment as per your event. It will make your event memorable.

Give Something Memorable To The Guests

Always give something to take away from the guests. It may include some keychain, mug, diary, or pen. The gift voucher can also be a good option.  In the goody bag, you can add your brochures/ offers as well so the clients can call you later. It is not necessary to add something expensive but you need to be very creative in this aspect.

Make An Attention-Grabbing Center Of Attraction

For this, you need an extravagant centrepiece. It can be a chocolate fountain, a newly designed cake, or something that is in the trend of the current time. These things can trigger your guest to speak about your event later.

Choose A Theme

Having a theme can be helpful in blending into the event. People really enjoy the theme by looking at the same shade with different designs.

The time you are planning your event does have a look at the above-mentioned tips!

To make your event more amazing in Karachi, get in touch with The Event Planet team straight away to make your event planning hassle-free and memorable.

5 Event Cost-Saving Tips For You

Reducing the budget does not always mean poor and cheap quality. In reality, it is possible to reduce your budget and still deliver a great attendee experience. Follow these 5 cost-saving tips to conduct your event at lesser costs.

Prepare Before Time & Communicate

As your venue is booked, reach to the vendors and suppliers. Make sure that all the things must be available for the event dates. A last-minute panic situation can cost you extra if the vendors need to arrange as per your requirement. Have a meeting with the vendor and suppliers to organize the things.

Invest And Reuse

Purchase the staging in such a way that it can be assembled in other ways and versatile lighting elements can also create a unique feel for every event. Produce such graphics that can be useful for further events.

Look For The Package Deals & Save On Event Cost

Going for some cheapest deals in each expense category i.e., catering tables, chairs, etc. is the way to save money. You can also avail of these deals at the time of booking the event or wedding venue.

Staff Your Event With Volunteers

Volunteers are a great way to get the manpower to your event without adding the cost. You just have to invest your time in training the volunteers in the decorum of your event. They must be well versed to facilitate the attendees without any hassle. They must have quick access to anyone at the management level if something goes wrong.

Cut Down On Catering

Food and beverages don’t have to be such a large expense if you are straying from traditional trappings. Always think outside the box. You can skip the multi-course, plated dinner over a buffet. Your attendees will love to choose the food of their choice.

These are a few cost-saving tips on cutting your budget that we could think of. Hope you liked them. 

Tips for Planning an Event Successfully

Develop Your Event Goal and Objectives

The very first step in planning your event is to establish a tangible goal and objectives. 

First, start by asking yourself: Why are you organizing this event, and what do you hope to achieve?

Set a Budget and Stick to It

If it’s a wedding event, make a budget and stick to it. If you think you may have “wish list” items that will pop up closer to the time of the wedding, add those items in with your set budget from the very beginning. Aim to never exceed the set amount you have budgeted for from day one.

Begin Timely

Begin planning as soon as you possibly can. If your event is a large event you should really begin planning it four to six months in advance. Some events need at least one month to plan. To keep the final run-up to the event flowing smoothly, try to ensure that all vendor contracts are completed a few weeks before the event.

Remain Flexible & Do Create a Confirmation Checklist

Over the course of planning the event, things are going to change. Whether it is event times, locations or even the type of event you’re hosting, you need to ensure that you’re flexible and can meet the changing demands. In the week leading up to your event, you should be running through your event planning checklist to ensure that you and all those involved are ready to go.

Don’t Send Out Invites Too Late

Your guest’s availability is largely out of your control, but one thing you can do to encourage attendance is to stay on top of invitations and RSVP confirmations.

Don’t Forget About the Trash Removal Service

 Your event doesn’t begin and end when your guests arrive and leave. Consider every little detail from setup and strike to trash removal, though these services are sometimes included in venue fees.

Do Plan for Everything

You should always expect something to go awry — and be prepared for it.

Long-distance Venues

You may not be a fan of where you currently live or want to wed where you grew up, but make sure you don’t stray too far from the majority of your guest list, as fewer people will be likely to attend.

Make Sure You Have Plan B in Place

However much you don’t want to think about it, something could go wrong on the day. This could be anything from a problem with the catering to rain (despite the forecast promising a dry day). Plan alternatives for each scenario and account for anything that might not go to plan so you’re not left stressed out and panicking on the big day.

Get the Menu Right

One of the biggest talking points at any wedding is the food. As with most aspects of wedding planning, you should begin by consulting your budget. Food can get costly, so make sure you know your limit before you dive into selecting hors d’oeuvres and mains for your wedding meal menu.

List, List and More Lists

With a million and one supplier to deal with, each with different payment deadlines, it’s impossible to keep track of everything by yourself.

Looking to make your wedding event more memorable, get in touch with the Event Planet team today.