Corporate events offer a fantastic opportunity to foster connections among clients, partners, and employees. But indeed, orchestrating a successful corporate event can be full of challenges! Are you planning to host a corporate event, but don’t know how to start? Worry not, check out our top 9 tips that can help you in creating a successful corporate event easily!
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Determine the Purpose and Theme of the Event
Just like any other event, a successful event also requires you to first determine the purpose of the gathering itself. Do you want to strengthen relationships between employees, increase motivation, or commemorate certain achievements? Adjust the theme of the event with the goals you want to achieve so that the atmosphere can be created according to the purpose. The purpose of the event is not only important to decide what is the theme of the event, but it is also important to help adjust the whole concept of the event.
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Determine the Target
Still, in line with what is mentioned above, the purpose and objectives of the event will also help you to determine the target of the event. For example, when the event aims to commemorate a product launch, the intended audience includes clients, employees, and product teams. Additionally, understanding the guest count is crucial in determining the appropriate event format. These details help decide what kind of event style will work best.
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Arrange a Schedule
After determining goals and objectives, the thing that must be done is to arrange a schedule. Determine when the event will be held and when the event will take place. In addition to arranging this, don’t forget to also make a detailed event rundown.
This is very useful, especially if your corporate event aims to invite important guests such as the board of directors, CEO, investors, and other important figures. For the preparation of the event to be arranged properly, make sure to create a constituent committee that is responsible for running the event.
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Budgeting
Besides determining the purpose of the event, the target, and planning the schedule, creating a budget is equally as crucial as part of organizing a successful corporate event. The success of the event greatly relies on how well the budget is planned. When the budget aligns with the plan, everything tends to flow smoothly. Setting clear goals, understanding the objectives, and knowing the number of guests expected makes it easier to create an event budget.
To make the budget more detailed, split it into sections for venue and decorations, and another for expenses like food and drinks. It’s smart to set aside extra funds for unexpected costs that might pop up. Keeping detailed financial records helps track both income and expenses for the event.
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Select the Venue
After drawing up a budget, it’s a good idea to determine the venue to host the event. Look for some building references that match the number of guests. By looking for some references, make sure it is also adjusted to the budget that has been prepared. This is useful so that the cost of expenses is not too much and makes office finances swell.
If you want to save some budget, it is a good idea to hold the event at your office building instead of renting some new venue. But do keep in mind that you have to analyze whether the office building size can fit the number of guests.
When considering hosting a corporate event at your own office, you should hire a specialized corporate cleaner such as https://www.luce.sg/services/office-cleaning to ensure the office space is tidy and free from dust or clutter before the event. You and the other committee should also redecorate the office space in line with your event’s theme for a more appealing ambiance, or even make extra room in the office by rearranging desks and work chairs to accommodate the event comfortably.
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Keep an Eye on Food and Drinks
At any event, food is always a key part of the celebration. Apart from planning the schedule, providing good food and drinks is crucial. Tasty food not only keeps guests comfortable but also leaves a lasting impression, making the event more enjoyable for everyone.
Make sure the food and drinks served are to the needs and preferences of the participants. If possible, adjust it to the theme of the event. You should also include menu options for vegetarians or participants with special needs.
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Plan an Interesting Agenda
Creating a structured and interesting agenda during the corporate event is a must to prevent guests and employees from feeling bored during the event. Thus, it is important to include entertaining activities, such as games, ice-breaking, or inspiring presentations. Also include some free time for all guests, so they can do networking and get to know each other.
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Communicate Information About the Event Clearly
Before the d-day of the event, the event committee needs to provide detailed information about the gathering event to all participants. Convey information about the date, time, location, agenda, and any needs that must be prepared by participants.
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Evaluate and Give Appreciation
After the gathering event is over, evaluate the success of the event and get feedback from all participants. Last but not least, you should also give appreciation to the committee who have helped you in planning to host the event successfully.