Events are like Hoooomans (Humans),
which comes in every shape and size. Some events are small, others are big, others are executed on a budget. No matter what the size or kind of event you are organizing, the following seven universal fundamentals remain the same. Use these Corporate event planning tips for beginners when planning your next event, and we all guarantee a successful outcome!
7 Easy Corporate Event Planning Tips for Beginners:
- Choosing the date
- Selecting the venue
- Consulting the budget
- Defining your objective
- Deciding how to differentiate yourself
- Using trusted and expertise Vendors
- Selecting the Right Food
7 Easy Corporate Event Planning Tips for Beginners:
1. Choose The Date For Your Event
Pinning down the date of your event is the most important and first step toward successfully executing an event, whether it’s an intimate bridal shower for a close friend or an annual conference for thousands of delegates from all over the world.
You cannot actively make any arrangements for your event before you have settled on a date.
When narrowing down your choices on your calendar, you might want to take into account prospective guests’ availability.
For example, if the event will be an intimate affair and the attendance of specific persons is non-negotiable, you will need to schedule your event to coincide with their availability.
You cannot, for example, schedule a friend’s bridal shower on the night she is taking evening class sessions.
Seasonal travel costs and the availability of flights may conversely affect your scheduling of an international conference to accommodate the widest variety of delegates.
When planning an event for so many people from so many different countries, you will never be able to find one date that suits everybody; so in this case, you need to target for the season that suits the majority if not all.
Pro Tips and Ideas for an Event Planner:
- No matter the nature of the event, get your chosen date out to guests in a timely fashion. Communicate your date too early and guests may forget about it by the time the event rolls around. Communicate your date too late and you run the risk of your invitees being unavailable. Depending, of course, on the nature of the event and the location of invitees relative to the location of said event, we’d recommend communicating the date of your event to potential guests no earlier than 12 months in advance, and no later than 1 month in advance.
- Depending on the nature of the event, the beliefs of your guests and their occupations, dates to avoid may include religious holidays, bank holidays, public holidays and school holidays.
2. Selecting The Perfect Event Venue
This is One Of the Best Event Planning Tips For Beginners
Events venues are like shoes, It does not fit all.
Choosing the Right venue for different types and styles of an event is second in importance only to fix down your date.
Factors to keep in mind when venue hunting will include your budget, the size of your guest list, the venue’s availability on your chosen date, and whether or not you get along with the venue’s management.
If you have your heart set on a particular venue, you may inquire as to their availability before selecting your date or may select your date based on their venue hire fee for off-peak or out-of-season events.
Pro Event Planning Tips :
- Be sure to clarify what all is included in the venue hire fee upfront. When you are given a tour of the venue you may see the space decked out with banquet tables and Tiffany chairs, only to realize after you have paid your deposit that the rental of these elements is not included in the cost of the venue hire.
- Location, location, location. The ideal location for your shindig relies not only on the nature of your event but on the interests and origins of your attendees. If, for example, you will have many out of town guests, selecting a venue with attached accommodation options is thoughtful. Similarly, if out of town guests would likely engage in tourist activities before or after your event, selecting a venue near tourist attractions they may want to see during their visit is thoughtful.
- Ensure that there is sufficient parking to accommodate your guests. Especially in Bangalore, our public transport systems are unreliable at best. As a result, you will either need to ensure enough parking for guests arriving on their own steam or organize group transportation to and from the venue.
3. Consulting The Budget
They say there’s no such thing as free food, and also there’s no such thing as a free event either.
Hosting an event costs money, and deciding upfront how much you’re going to allow your event to cost you is crucial to avoid “buyer’s remorse” later on.
Your budget will inevitably determine the style and size of your event and should be committed to paper or a digital spreadsheet to avoid any confusion or overspending later on.
Pro Tips and tricks for an event planner:
- Remember to leave room in your budget for unanticipated expenses. For example, for potential breakage fees or penalties on rented stemware.
- When drawing up your event budget, keep in mind that certain costs are variable, and will depend on others. For example, the cost of your photographer may differ on their distance traveled to get to your selected venue. Similarly, the cost of the venue hire may increase should you choose to make use of outside service providers instead of their in-house caterers.
4. Defining your main purpose for the event
To define the purpose of your event, you must ask yourself:
“Why am I hosting this event?”
This can be to celebrate a milestone in your personal or professional life.
This can be to connect with customers or to see their extended family.
No matter the answer to the question, “why” will help you narrow down the appropriate “how”. Knowing what you want to achieve by throwing your event will help you reduce the type of event you are throwing and will allow your event to focus on you to ensure that you Are you ready to achieve?
If, for example, your objective is to connect with customers, then you know that you should focus your attention on one of the various corporate event types. Similarly, if your event is only for friends and family to attend, then you know that you are planning a private event and can plan your event from there.
Pro Event Planning Tips for Beginners:
• Check out our previous articles on various popular event types and what you can achieve with each unique type of event:
5. Making event Unique
No problem, you want to ask yourself what makes you different from other party organizers. We live in the era of Pinterest and Instagram, and to compete with the perfectly styled and presented events out there, you’ll need to think outside the box and minimize your differentiating factor.
This will be especially important for events hosted for corporate purposes and/or marketing purposes (eg: product/brand launches, networking events).
6. Using trusted service providers
Make sure you have access to a network of reliable, reliable service providers. It is important to pull off a successful event of any kind. Whether this means hiring an event coordinator who has their own network to tap on your behalf or using entities known to you personally, using trusted service providers for any event There is a make or break.
The Corporate Event Planning Tips for Beginners:
- Any event planner is only as strong as its network. If you are going to use a service provider for the first time, do your due diligence and spend some time researching the company. Read reviews, ask for a portfolio of work and inquire if they have any customer testimonials or references. The more homework you do, the lower the risk of hiring the wrong team.
- Go with your bowels. If it sounds too good to be nice, it probably is.
- Similarly, if you are not with a potential service provider, do not hire them. You are more likely to enjoy your event experience and consequently get positive results if you and your service provider are on the same page on the same day.
- Remember that it is within your power to negotiate. A reliable service provider is worth its weight in gold, but this does not mean that you need to pay prices for the premium service. Ask around and find out if any quotes you have received are related to the market. If not, you are well placed in your right to attempt a negotiation.
- On that note, a reliable and reliable service provider is always transparent and openly communicating with you. True professionals will never be offended because you have asked for a detailed cost break down, or want to know if they can do a certain task at a better rate to match competitive pricing.
7. Chose great meals for your event
Your mother always told you: “The way to a man’s heart is through his stomach”. In fact, most people have their way through their stomachs, damaging their health. Food and drinks are so much more than nutrition in our day and age. Food has become a culture, and food is as much social engagement as it is an act of livelihood.
Ask any event planner – feedback that you and/or they will receive post-event (whether good or bad) is always about eating. An event planner from a region should never skimp. If the food is very good, guests can leave a subtle appreciation, which may not look like it is worth the expense, but trust us, if the food is bad, you will never hear the end of it!
Pro Event Planning Tips for beginners:
- Make sure your caterers are able to cater to all tastes and are conscious of the dietary needs of the guests. This means ensuring that your caterer has the ability and necessary certifications to meet your Muslim guests (halal), your Hindu guests (vegetarian) and/or your Jewish guests (kosher).
- Always advise your caterer before guest numbers so catering for everyone.
- As a bonus tip, just avoid nut ingredients altogether – you never know who is lacking about declaring their peanut allergy, and anaphylaxis ever never appropriate party favor.
- Communicate your day-of schedule to your caterer and stick to it. If you deviate from the schedule your guests could end up eating cold food or having to wait for their next course. This sort of oversight doesn’t reflect well on yourself or your caterer and should be avoided at all costs.
- A buffet is not always inferior to a plated meal. The service style needs to be conducive to the overall flow of your event and the event objective. Sometimes buffet-style meal service fits the bill.
- Make sure there is adequate seating for all guests even if the catering consists only of passed hors d’oeuvres. Some people don’t like to eat standing up, and others (for example the elderly) may tire easily and need a place to sit down in order to enjoy their meal
event planning tips Conclusion:
- Ultimately, each event is unique and your individual event checklist will differ from anyone else’s.
- Still, these seven-event planning principles remain the same and deserve adequate consideration no matter the style or type of event.
- If the basics are already overwhelming you, or you don’t know where to turn to for guidance, why not consult the professionals?
- We’re always happy to consult on your festivities and look forward to making the event planning process easy-breezy for all our clientele.
- For more information, to obtain a quote, or just to chat, you’re welcome to make use of our contact page or to contact us telephonically to set up a meeting.
- We look forward to sharing our wealth of both connections and experience with you.
I hope You will follow and practice these 7 Corporate Event Planning Tips For Beginner
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