Whether the corporate event in question is for launching a new product or providing entertainment to clients, it is a big undertaking that requires careful planning for a successful launch. There are lots of factors to be taken into consideration and lots of details that need to be tended to. Here are some key aspects to help get you started.
Leave Yourself Ample Time
This one may seem obvious but many people make the mistake of underestimating the amount of time it will take to plan the event properly. The exact time frame will depend on individual factors but in most cases, you want to start getting everything together at least six months in advance to make sure you get the desired location , keynote speakers, entertainment providers and vendors among other things; this is also key to making sure your most desired guests can attend. Getting everything done early with time to spare is hardly a problem, but rushing around because of poor time management will be a huge one.
Obviously, a key component of a successful event is getting people to attend, ideally as close to the number of people invited. A key component in getting a good attendance rate lies not only in letting people know about the event as early as possible, but when you schedule it. An event earlier in the week and far away from holidays is ideal. Sending out invitations at least a month beforehand; consider sending save the date cards if the event falls on a day that might be in high demand. If an accurate headcount is really important, it is best not to go with ‘’regrets only’’; you want the ‘’yes’’ people to let you know as well.
Whether or not you have a specific theme really depends on individual factors, but for most corporate events, plain elegance is usually the name of the game. Perhaps you go with company colors or another tasteful color scheme.
Considerations for Gifts
It is likely your event will provide a memento of the event, whether it is one major item or gift bags full of little trinkets. The exact nature of the gift will obviously depend heavily on the nature of the event and the company hosting it. But, there are some general tips that are applicable regardless; it is always a good idea to provide something useful, whether it is a customized USB device or a high-quality pen. If your event is catering to potential business prospects, any goodies should have your name and contact information and ideally, a logo and short phrase that sums up your services.
Do Not Forget to Check for Special Needs
Forgetting to take into account any special needs of attendees can spell disaster and probably a lot of embarrassment. Get up to speed about any issues regarding physical disability, religious considerations and dietary restrictions to name a few. This is important to do early on in the planning process.
If your event requires the use of microphones, projectors and any other equipment, make sure you have someone on site the day of the event in case anything goes wrong.