Planning a corporate event can be quite a challenge. It can even be an exciting and worthwhile experience if you know what to do. But once you get the hang of it, you’ll find out it isn’t exactly rocket science.
To help you out, in this article, we’ve shared four actionable tips and practices which you should keep in mind when organizing a successful event. If applied well, you can be sure that the result will be something everyone will enjoy.
1. Establish Your Event’s Theme
The golden rule of event planning is to choose a timely and compelling theme that sets your event apart. You’ll want your guests to feel as though they have stepped into something extraordinary.
Therefore, the right location, décor, food, and beverages are essential to consider when creating the theme. You want them not only to match each other but also to match the event message.
And let’s not forget about music – it’s an element as important as the decorations.
For example, if you have a champagne-focused event, you’ll need something more classy to play in the background – even played by a live musician.
Artists like SPAGS trained in classical music are a good fit for this kind of theme. She is widely known as an innovative entertainer, as she blends the majesty of classical violin with modern music. With this mix of genres, you can be sure that her music will appeal to a broad audience.
2. Begin as Early as Possible
One of the most important rules to keep in mind when organizing a corporate event is to begin planning as soon as you possibly can. An event, as we know, can involve many different things which need to be taken care of in the early stage of planning.
The more options you have, the higher the chance you’ll be able to make the program according to your guest’s desire. This way, you’ll get a wider window in which you can focus on logistical elements. Also, having more time to act gives you ample opportunity to research the market better.
Even if your corporate event is relatively small, aim for as much time in advance as you can get. Whatever timetable you end up giving yourself, you should consider the possibility of adding more time to it, as things don’t always go as planned.
At the most unexpected moment, an issue, like changing the venue, could come up. You may think that such a situation won’t happen to you, but it’s always best to diminish that possibility.
3. Play to Your Strengths
Once you have the theme, the food, and the right playlist, you have to think about how to keep your guests engaged throughout the whole evening. Remember that these parties provide a chance for employees to socialize on a more personal level than in the workplace. As such, you should provide them with fun engaging activities that allow for this kind of social connection.
If you don’t know what type of team-building activity will hit your team, you can do more than guess at. We can suggest surveying your colleagues to understand better what they’d enjoy.
For example, if your team is collectively passionate about fantasy or more left-field topics, then it makes sense to hire an entertainer who leans more into that direction. A performer such as Hart Keene fits this description perfectly.
He is a highly sophisticated magician with a knack for comedy. He likes to perform tricks that bring in audience interaction. His focus is to perform acts that involve many participants. And the best part about it – they will be the stars of the show!
4. Establish Your Corporate Event Team
Even if it’s a relatively small program, it can be difficult for one person to plan it all. It’s always better to share the responsibilities with others, not only at the preparation stage of the event but also during the function. For example, someone is responsible for the registration zone, someone else for choosing the speakers, a different person for catering, social media, etc.
By assigning roles and responsibilities for different people in your team, you’ll make sure that everything runs smoothly.
Also, by having the right people in your planning team, you’ll have more ideas floating around in your group. Some of which can be a solid foundation for the event’s development.
Plan a Successful Corporate Event
Event planning is always a tough gig. Precisely for this reason, we decided to write this article and share our best tips for organizing such an event.
And if you still need a little more help, we at The Grable Group can assist you on this matter. Give us a call at (615) 283-0039 and find out how we can support your event planning and make your next program even more memorable.
