A few years ago, I was given the charge to organize a corporate event because the admin guy who was actually the master in organizing events had left the company. I joined at his place and I was really worried about managing so many things and given that it was a new job. I managed to pull it off quite well and earned a lot about organizing corporate events. Today if you ask em to arrange a corporate event, I will be more than happy to take it on.
Arranging, managing and organizing corporate event may sound really cool and exciting; but in reality it is very hectic. Why hectic? Because it’s not just an event where people will come, eat, and go. It is an event that will portray your company’s image and endorse your company as well.
Whether you organize a corporate event on your own or with the help of an event manager, you’ll always stay under pressure to organize a corporate event perfectly. And if you successfully manage or organize a corporate event then you’ll get loads of positive feedback, which in return could fetch you remarkable bonus from your boss! If you hire an event management company to organize a corporate event, then it will reduce your stress a lot. But if you have to completely do it yourself and if it’s for the first time you are going to organize a corporate event, then its surely going to be tough and challenging. But, to help you out we are listing down certain ways in which you can organize a corporate event without much difficulty.
10 best ways to organize a corporate event
Organizing a corporate event on your own may not be easy. There will be several tasks that needs your attention. And if you are unsure and wondering how to keep track of everything and arrange a memorable corporate event then this post is for you. To make it easier for you, I am sharing 10 amazing tips to organize a corporate event successfully and here they are:
1. Early planning for the event
The best way to ignore hassles is by starting the work on time or early. Therefore, if you are given the duty to organize a corporate event for your office, then start planning as soon as you are given the duty. Because if you start planning at the peak hour, you’ll be under deep pressure and will get tangled within several tasks.
2. Make a checklist of things to do for the event
Make a checklist and a timetable when you have less time in hand, and more tasks to implement. Therefore, if there are things that need to be covered on time, make a checklist along with a deadline. There will be several things to look at such as finding a conference hall, arranging food, ordering gifts, post event cleaning, projector, light, sound and so on. Having a checklist will be of great help in managing and tracking every task related to the event.
3. Set a budget for the event
How could we forget the budget for your event? After all, no one can organize a corporate event or any other event without a proper budget. Discuss with your boss, client or other stake holders and work out the financials and budget they have in mind. Its important to have a fair idea of the budget to organize a corporate event successfully. When you know about the budget you have for the event, you can plan various expenses accordingly. In fact, you should allocate your overall budget into various expense heads like hall, food, promotion, gifts etc so that you know how much of money should go for which accounts.
4. Set an agenda
When your company has decided to organize a corporate event there has to be some agenda, right? Without an agenda, there is no point throwing an event. Therefore, the first and foremost thing that you’ll have to do is know and understand the company’s agenda or goals to organize corporate events.
5. Select a theme
Just like any other event or parties, corporate events too needs a theme. Choose a theme that perfectly suits the motive of the corporate event, and also make sure that it is appropriate to the crowd for which you are planning.
6. Choose a location
After selecting the theme, it is now time to select a perfect location to set up the corporate event. While selecting a location, don’t just focus on its scenic beauty or ambiance, focus on the capacity of the place as well. Because if you have invited too many people, the place might get congested.
7. Find an efficient orator
Since corporate events are usually organized to spread the agenda of the company, then what you might need is a good orator or speaker. Therefore, select speakers who can fluently and confidently deliver the company’s goals to the audience. If your speakers deliver a brilliant, insightful presentation it will increase the company’s image.
8. Personalize your invitations
It is very vital to personalize your invitation cards, because this has an impact on the recipients, and it will also reflect the agenda of your event. So, personalize the invitations well and according to the theme of the event. A brilliantly designed invitation will always allure a person, and they’ll be interested to attend the event.
9. Meet the vendors
Yes, this is very crucial because without the vendors you’ll not get any materials to organize a corporate event for your company. Meet the vendors such as caterers to decide the menu, a licensed bartender if your boss wants a bar counter for alcohol consumption, decorators to decorate the venue and etc. These are the main people without whom, your corporate event won’t take place. So meet them and sign contracts, and also make sure to keep a copy of the contract with you.
10. Thank the people for coming
Thinking how would it be possible to thank the people individually after they attend the event? Do you think this is very difficult in today’s era, where technology rules? You can easily send ‘thank you’ email to the people who have been a part of your company’s event. In this way, you can also receive feedback from them.
Summary
Now when you have the ten ways to organize a corporate event, hope you can follow them and organize a corporate event for your company in future (if needed). But, if you think that you cannot handle this single handed and want the helping hands of an expert, contact an event management company or an event manager. The event manager knows the best ways to handle or organize any kind of event, so certainly they can organize a corporate event too. Hence, contact and hire an efficient event management company or an event manager, to successfully organize a corporate event.
What else do you think one should do to organize a successful corporate event in India? Share your thoughts and ideas by commenting below.
