Eight Easy Tips For Planning a Corporate Event or Business Function

For some small and medium-sized companies, it may be too expensive to hire an event planner or organiser to plan corporate events or business functions. More so if such an event is a regular affair (like training sessions for different sets of customers). However, that doesn't mean companies will just have to dismiss the notion. Far from it. Using our eight tips below and a little trial and error, you too can become an event organiser par excellence!

  • 1. Define the Objective

    Sounds simple enough, but like many aspects of business, key objectives are sometimes drowned out by the loudest or most urgent voices. So set up a meeting with key stakeholders and decision makers, and start articulating and listing all the objectives of the event. Streamline the objective and eliminate superfluous ones.

  • 2. Determine a Budget

    Budget must be determined first before any plans are made. Budgets should not be decided later on the whims and fancies of the decision maker.

  • 3. Conceptualise The Event

    Bring all the stakeholders back for a meeting again, and outline everything they want from the event and all the steps and processes involved, and then, list down the participants. You should walk away from this meeting with a clear concept of the event, attendees and itinerary.

  • 4. Call Vendors and Suppliers

    Use Google and start shortlisting venues, caterers, employment agencies, trucks, carpenters, equipment rental companies, - everything you need for the event. Start calling and get written quotes. If the vendor or supplier is a new company, ask for references. Some vendors will want to meet you in person before presenting a quote - that's fine. Make sure your assistant or colleague is present during these meetings. Someone must be able to take over your responsibilities in the event of emergency or personal issues.

  • 5. Visit The Venue and See The Goods

    Don't rely on images or verbal guarantees. Visit the convention/meeting/product launch menu. Visit the caterer's office. Check out the chairs, tables, microphones, speakers and any other equipment you are renting. Get them to sign contracts, if any, or request written confirmations from all vendors and suppliers.

  • 6. Reach out to Your Guests

    Draft another email and ask a colleague to edit it. Leave it overnight, and edit it again the next day. Send the invitation email to all your guests (which could include customers, local officials, members of the press, etc.).

  • 7. Launch Your Marketing Initiative

    Depending on your objective, this might not be necessary. If it's an open trade fair, then create a marketing campaign within the stipulated budget.

  • 8. Create a To-Do-List

    The day before the event, create a To-Do-List and hand out copies to severalof your colleagues. This will keep them in the loop of the entire event, and they will be able to assist at every stage of the process.

    And voila! Bask in the glory!