The Ultimate Guide To Planning A Corporate Event

There are many reasons why you might need to host a corporate event. It could be that you are trying to provide a place and space for your company-wide employees to gather, in order to share ideas and communicate with one another about what needs to be done to improve things. Or it could be that you are about to unroll something new, either a product or service, or perhaps changes for the employees themselves.

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Whatever the underlying reason, it can be challenging to plan a corporate event just right. But in this post, we are going to try and make it a little easier for you, by looking at pretty much everything you will need to consider as you plan a corporate event. As long as you have thought about the following, you should be in a good position – and you will likely produce a fantastic event. If you’re in need of corporate event entertainment provider with over a decade of experience in providing corporate party entertainment for corporations large and small, then this corporate event entertainment Austin and San Antonio here is all you need!

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Establish Your Objectives

Before you do anything else, you will need to get very clear on what you are actually hoping to achieve via your corporate event. This will influence every other decision you make, so it’s vital that you are as clear on it as possible. It might be that you want to show off your new product and get people to understand what it’s about – or you could just be keen to bring everyone together for a kind of unification day. Whatever it is, you should get as specific as possible, noting it down and making sure that you are aware of what you are trying to achieve.

Once you have your objectives in place, it will be a lot easier and simpler to think about the next steps.

Try To Get Sponsored

Corporate events can end up costing you a significant amount of money, so it’s vital that you are funding it in whatever way you can. One way that people tend to do that is by getting sponsorship of some kind or another, and this might be easier to come across than you think. The best way to seek sponsors is to look out for big, reputable sponsors who are likely to have the budget to sponsor your event, and who will want to be correlated with your brand. If you choose the right one, and they are keen, this can help their brand and yours, while also giving you the budget to dream a little bigger with regards to your corporate event planning.

Create A Budget

As with anything of this scale, you need to have a budget, and it needs to be significant. A budget will help you to know exactly what you can afford and what will be too much, and it can be a good way of avoiding disappointment while also ensuring you have a decent plan in place for how you will afford everything. It’s important that a budget is honest and detailed, and that it is clear too. Finally, ensure that there is plenty of room for flexibility – sometimes this is necessary when plans don’t quite work out how you want them to, and it’s good in those moments to have a little wiggle-room.

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Go Thematic

It can help hugely to have a really strong theme for your corporate event, as this is going to mean that you know how to tie it all in together much more powerfully – and that is something that you will always need to do as best as you can. The theme may well simply present itself – it could be tied up closely with your branding or with a product, for example – but if it doesn’t then you might want to brainstorm about some of the things that you might want to include in your theme.

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A photo booth hire at is also a great way to make your event a memorable one. Once you have that in place, you will certainly find that the whole planning is a lot easier, smoother and surer.

Be Careful About The Date

Choosing the right date is likewise really important, because you want as many people as possible to be in attendance. This can be tricky: there will likely be various dates throughout the year which are already important for your business or the wider industry that you operate within. If you are not careful, you may end up with a date that nobody can attend. Likewise, you will need to think about what parts of the year tend to be busy for your customers or your industry, so you can work around that too. As long as you take care here, you can decide on a date early and set it in stone – which is another important way to ensure that as many people as possible will arrive.

Choose The Perfect Location

The location of your venue is vital: it is going to help determine how many people will come and who will be able to easily get there. It is also going to be important for the theme, and you need to make sure that you are thinking about this when you are looking at venues too. If you have ever planned something like a wedding, you will find that this is very similar. Choosing the perfect location can again take some time, but it is absolutely worth your while, and will help to create a much more successful and even enjoyable day for everyone in attendance. After choosing the venue, you may inquire if they will provide event security services or you’ll have to find another contractor or provider. In addition, whether you need tent rentals for an annual corporate event, a unique spherical tent to host sporting activities, or you need a secure and covered space for large equipment, you need tent structures that are versatile to hold any event in the appropriate space provided and are designed to your exact specifications to meet your every need.

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Identify Guests

On the day, you will want to find a way to identify your guests as easily as possible – especially if it is a huge company-wide event with teams mingling who do not normally mingle. The simplest way is to go to the Lanyardsfactory and grab a load of lanyards and name tags, and ensure that there is one for everyone. It’s best if these are arranged in advance, so people can simply pick up their name tag and get going. Identifying guests is a hugely important social lubricant at these events, so make sure that you don’t overlook this vital part of the planning procedure. You will probably find it takes longer than you think too.

Have Some Security

In a way, the name tags will be a part of this, but in a wider sense you are going to need to ensure that you have some kind of security at the event. Depending on where you are, you might want a security team at the door, or even for those name tags to work as devices for unlocking doors. However you do it, this will help to feel safe for everyone involved, and it can also be important for the sake of protecting your company’s intellectual property.

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Provide Refreshments

The quickest way to anger your colleagues and make the day incredibly stressful would be to fail to provide any refreshments. At the very least, an all-day event should have a lunch break and a snack break, and there should be water available as well as a soft drink option. If you want to aid the social lubrication even further, consider allowing one or two alcoholic drinks per person – but bear in mind there might be licensing issues which you need to be aware of here. All in all, having refreshments is vital for keeping everyone interested and engaged, so be sure to plan for it in advance.

If you have done all that, you are probably going to find that your corporate event is a lot more successful. You can get what you need out of it, and ultimately you should be able to keep your objectives in mind throughout. That is the way to host such an event.

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