When planning your corporate function, you must first figure out a
budget then decide what is the main reason for the event. Is it your
annual conference? Is it a celebration for existing clients? Or are you
trying to make an impression on potential clients? Once you have nailed
down the reason for the event you need to then choose a theme. For
corporate functions this will run along ideas like a Dinner Party, a
Luncheon, or a Brunch. Once you have decided on that you then need to
decide where you would like to have the event, a good choice would be at
a hotel conference center. If you have it at a nice hotel you can
usually get catering and use of the conference room as a package deal.
If it is close to the airport it makes it very convenient for clients
that are traveling. Now its time to think about the other vendors you
will need. If you are not going to use an on site caterer then you will
need to find a good caterer that can create a menu to your
specifications. You may also want to consider an Event Planner, flowers
(for centerpieces) a band or DJ, a motivational speaker, a photographer,
Printing shop for programs/banners, etc. Your choice for vendors will
depend greatly on what type of event you are having. If you are
throwing a dinner party you may want to have dancing and champagne. If
you are having a luncheon/conference then you may want to have a
motivational speaker, and a good caterer, etc.
Once you have chosen the vendors read over all the contracts carefully
and make sure they all work with in your budget. After that start
working on a time line for the events leading up to the main event and
for the day of. Once you have this time line finalized send copies of
it to the appropriate vendors so they have an understanding of how
things should flow. Make sure that all the speakers and your management
team also receive a copy of this time line, so that the event goes as
planned.
Closer to the date contact your vendors and confirm
with them the date, time, menus and flow of events. Work with your
on-site coordinator to make sure that tables and chairs are going to be
setup for you at the specific time you request. Make sure that you will
have all the necessary tools that you will need such as outlets,
microphones, a projector screen, etc.
The important thing is communication. Make sure you
are on board with all your vendors, coordinators, speakers and others
that are helping you in planning your event. As long as you keep the
lines of communication open your event should go on as planned.
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