Corporate events are typically important affairs. To ensure success, professionals need to plan and prepare carefully. An expert list of do’s and don’ts will help anyone make the most of this business occasion.
– Make a budget and stick to it. Find out what the industry average for these types of affairs is, and then aim for this expenditure. Spending more can create a negative impression of a company. Spending less might make a company appear to be strapped for funds.
– Reserve the venue early. Some accommodations book at least one year out, so this requires advance planning.
– Schedule the affair around the typical vacation season for the best turnout.
– Send invitations to attendees at least three to six months in advance. Include an RSVP request with invitations. Consider adding an incentive for guests to RSVP, such as a special thank-you gift.
– Print twice as many materials as projected to ensure that everyone has what they need.
– Offer perks or gifts for attendees when they arrive such as special note-taking supplies.
– Promote the event with social media and email reminders to ensure that attendees have it marked on their calendars.
– Avoid choosing Monday or Friday for corporate events. Fewer people will attend on these days.
– Stay away from themes, because they make the occasion seem unprofessional. Instead of a theme, focus on planning an elegant event with subdued colors and decor.
– Don’t assign all preparation work to one person. Instead, organize a team to complete the preparatory effort.
– Don’t recommend hotel accommodations to attendees without checking into these details personally. It may be possible to negotiate a special network rate with a hotel manager for people attending the event. Get this rate in writing and pass it on to attendees.
With the weighty importance of corporate events, professionals will do well to plan them carefully to ensure a successful affair.