Even planning is both exciting and challenging. To help you plan any corporate event, remember to think SMART – that means using specific, measurable, achievable, relevant, and time-bound goals you want to achieve. But what else do you need to know before throwing an event?
Here are some of the most important things to consider when you’re planning a corporate event, whether you’re preparing to host for under ten or over one hundred attendees. We all want our events to succeed, so make sure you’re prepared for anything coming your way.
Don’t underestimate the importance of budgeting
There’s no doubt that establishing a budget plan is one of the most important elements of event management. You can start by making a list of all expected expenses, including everything from licensing to space rental costs. The crucial step is sticking to these figures.
To help you budget for your event, you can think about the difference between fixed and variable expenses. Variable costs change depending on how many people to plan you invite, while fixed costs are the same no matter what. This might also affect any revenue you can make, such as concession fees.
Budgeting is an ongoing process. Remember to make note of everything before, during, and even after your event has taken place. This means that you can stay within your means, evaluate any loss or profit, and use this as guidance when throwing other corporate events.
Choosing the perfect venue
The next step is choosing the perfect venue. Of course, the location will vary depending on the type of event you want to throw and how many people you intend to invite. But there are some things to keep in mind, such as building noise levels, accessibility, and parking.
Considering this, you’ll need to have a solid understanding of the goals and outcomes you want to achieve before you book a venue. Although, you might want to book your desired location at least 8 months in advance. This will give you enough time to iron out the details.
Remember to perform health and safety checks
Once you have a location in mind, you should prioritise the health and safety of your guests. This incorporates a number of things, from electrical hazards and proximity to hospitals or fire stations. You might also want to consider the dangers of overcapacity.
If you’re planning an event with a substantial number of people, you may also wish to utilise structural design software. This uses MassMotion technologies to understand the impact of human movement within a space, identifying hot spots and emergency egresses.
To make sure all attendees are safe, you can hire security personnel to patrol the location. It’s always prudent to check that your security team is licensed to work at your venue. They might need an SIA licence, for example, when the location is open to the public.
Obtaining any relevant event licences
Whether your event is a seminar for business leadership or a festive party, you should always consider obtaining any relevant licences. This includes any entertainment you might want to book and any food, alcohol, or soft drinks you might want to sell or serve.
This isn’t a complicated process. Luckily for any up-and-coming planner, you can easily apply for a Temporary Events Notice as long as your event will host fewer than 500 people for a maximum of 7 days. Although, you might be limited to the number of licences you can apply for.
Organising food and refreshments for your attendees
Now you have your licence to serve scrumptious food and drinks, you can choose which treats with which to delight your guests. One thing to keep in mind here is the various kinds of allergies, intolerances, and religious or personal dietary requirements people have.
Whether you choose easily consumable snacks or sophisticated flutes of bubbly, remember to consult your budgeting plan. You want to leave a positive impression on your guests, but make sure it aligns with any spending forecasts and entrance fees you choose.
Promote, promote, promote
Finally, promotion is the last step on our list. The importance of marketing cannot be overstated. After all, who will find out about your event if you haven’t spread the news far and wide? This includes social media platforms, such as Instagram and Facebook.
In order to effectively promote your event, you need to understand your target audience. If your event is aimed internally at the employees of a company, you might want to focus your time on sending out email marketing material rather than producing press releases.
These are some of the most important things to remember when you’re planning an event. To be sure you’re doing everything you can, make a note of every decision you make, such as the date you choose. This way, you’ll be prepared for anything that comes your way.