The Planning Phase for A Corporate Event!
Updated: Feb 15
Corporate events planning can often get overwhelming. You don't want to overwhelm your attendees at your event, so choose a celebration that is fun and easy to run. While planning an event can be quite complex at times, but with proper systems or consultation from event management company, you definitely can achieve a memorable corporate events! The initial corporate event planning phase is where all the key decisions start to come together and a clear event plans becomes visible to the organiser.
The first phase of corporate event planning will be the creative resources, this includes those required to deal with unforeseen event situations on the day of the event (especially OUTDOOR events where weather is the main factor). During this stage of event planning, you will be able to finalise menus, presentations / events programme timeline, site maps of the events, event management contracts and overall event budgets for your events.
Work Out Your Budgeting For The Event
Do you want to create a unique event experience for your guests? Wish to make events more memorable and exciting? First, work out a comfortable event budget, let say you have found a great event to hold and it is happening in the next month, but how much is it going to cost for hosting the event? Event budgeting can be tricky especially with so many numbers floating around these days.
Corporate Events / Company Events ranges from big scale to small scale event. Each event is unique by itself and that would extends to the event budget.
There are different factors into the budget for the event that you gonna hold. Some of the factors includes the size of company, how many people will be attending the event, the objective of holding the event, your preferred locations and the scope of event management. Example, do you want a live band music performances, stage entertainments etc. The important thing is that you do not begin planning your event without a budget in mind for organising the event. The amount that the company is willing to spend does affect the event location, event space capacity and size, event scope and other event related requirements. It boils down to working the event budget backwards to determine the must-have and the nice-to-have items for your corporate events.
I have breakdown an estimated expenses for organising corporate meetings / events / dinner & dance / conference, from the most expenses to the least. As you can see from the chart below, the main bulk of the expense goes to the food and beverage and the rest of the items like event entertainment, audio visual, staff travel / transportation covers not more than 10%. This shows, it is not as costly as you may seem to engage an event company to manage the event for you.
Logistics Of Corporate & Social Events
The logistics of corporate events and social events are tedious and stressful, but by hiring the right event company to handle the details, is an absolutely essential part of the event planning process. From equipment rentals to setup and teardown, event coordinator focuses on providing seamless services that make your corporate function or party an event to remember.
The Details For Organising A Event
You can feel the excitement build as your company event nears. It is when you are most likely to overlook details like how many attendees are expected to make introductions, or if there will be enough food for an after party. Organising an event whether small or a big scale event is both a science and an art. It is something you can never really be good at unless you are able to make good decisions before, during and after the event, to ensure it is fun, charismatic and memorable. In order to assist you in your decision making process here are 10 tips that you can use when planning your next event:
Define your goals and objective
Get your budgeting up
Form a team
Pick your venue and event date
Plan your event program
Confirm sponsors, speakers and guests
Marketing and branding
How will you measure the success of your event?
Steps Of How We Manage Your Event
We design and manage solution based events that create lasting value and inspire communities to celebrate, learn and relentlessly pursue business success. Our approach to event management considers four areas:
Step 1: Strategy & Planning - We identify and tackle the strategic issues that will generate maximum business value.
Step 2: Project Management - Our process is proven to provide measurable results on time and within budget.
Step 3: Execution - We orchestrate activities down to the last detail.
Step 4: Evaluation & Optimisation - We measure results against your expectations and our capabilities and make improvements as needed.
The planning phase of a corporate event is the foundation upon which a successful event is built. It is the time when the goals and objectives of the event are identified, the budget is established, and the initial planning steps are taken. This phase is critical to the overall success of the event as it sets the stage for everything that follows.
Here are some essential steps to consider during the planning phase of a corporate event:
Define the Objectives and Goals of the Event
Before any planning can begin, it's essential to define the objectives and goals of the event. This could include promoting a new product or service, building brand awareness, or networking with clients and industry peers. Once the objectives are clear, the event's theme and tone can be established, and a strategy can be developed to meet those goals.
Establish the Budget
A budget should be established early in the planning phase, as it will guide all decisions moving forward. Considerations for the budget should include venue rental, equipment rental, catering, decorations, marketing, and staffing costs. A well-planned budget will help ensure that the event is profitable and that all expenses are accounted for.
Select the Venue
Selecting the right venue is crucial for the success of the event. Consider the location, accessibility, parking, and capacity of the venue. Also, consider the amenities offered, such as catering, audiovisual equipment, and Wi-Fi. Negotiating the rental contract for the venue and any additional services should be done in the planning phase.
Plan the Program
Developing the program for the event is crucial to its success. Determine the agenda, speakers, entertainment, and other activities that will occur during the event. Ensure that the program aligns with the event's objectives and that it is engaging for the attendees.
Create a Marketing Plan
Marketing and promotion are essential to ensure that the event is successful. Develop a marketing plan that includes social media, email marketing, and traditional marketing methods. Develop marketing materials such as flyers, brochures, and posters. Ensure that the marketing messages align with the event's objectives and target audience.
Determine Staffing Needs
Having the right staff in place is essential to the success of the event.
Ready To Plan Your Next Event?
Get in touch with our event management team at 8282 7210 and
we will help you bring your next event to life.
One-of-a-kind corporate event experience in Singapore as well as other Asia countries.
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