Your Ultimate Guide To The Best Corporate Event Planning

Nowadays, corporates often organize events for their employees to create a motivational work environment. It could be to announce a product launch, celebrate a successful year, or reward employees for their hard work. The reasons are many, but the main challenge is the same. Organizing a unique and remarkable corporate event requires some hard work to ensure everything is up to the corporate level.

Bringing the corporate employees together is a lovely approach that has many benefits. It fosters communication, creates a culture, and spreads positivity. Every corporate event falls under a specific category. Below are the most popular types:

It’s a corporate event that hosts both the company’s team and other people from the same industry. Therefore, there should be a central topic to be discussed by the host and guests. The discussion is always related to the business field, such as new trends, possible collaborations, national challenges, etc.

This kind of corporate event usually doesn’t include guests from the outside, and it’s for the employees only. Reasons behind a corporate dinner vary from celebrating an achievement, welcoming new employees, or discussing some business issues. 

It’s the most innovative corporate event idea to showcase new products or services. Investors, potential and current clients will be there to witness the announcement. So, there will be a lot of pressure on the corporate event organizers as this event might dramatically affect the success or failure of the product launch.

Firstly, you have to determine your event style, and then you can create several corporate event ideas accordingly. Of course, multiple factors affect the event style, like the purpose behind the event, available budget, corporate event venue, and others.

The classical style is the safest and most elegant choice, especially if you’ll be hosting potential sponsors and investors besides your guests. The classical style goes for most corporate events and saves organizers lots of effort in planning and preparations. Everything is clear and straightforward in this style, and people like it for that reason. There are many other different themes, but it all depends on the type of your corporate event.

Setting a reasonable budget is challenging because you should thoroughly review the benefits and costs. For example, does the event need to be luxurious and exquisite, or is it okay if it’s done at a reasonable price? Moreover, what would be the added value the event will bring to the company or its team?

Let’s tell you a secret; it’s all about the corporate event venue. If it’s glamorous, like the Regency, that would reflect on the event and vice-versa. Yet, some corporate event organizers don’t settle for a great venue only; they want the gathering to be outstanding. So, if that’s you, start your corporate event planning by dedicating a big budget for each part of the event, like the corporate event catering, decoration, and venue.

As for the logistics, you have to think about the objectives of your event and the anticipated outcome. Organizing the invitations, transport, third-party vendors, event program, guest registration, and others. In addition, it should implicate a timeline approximation for every step before and during the event.

Tip: the host must provide a map of the event venue location. It’s helpful for both the guests and third-party vendors like flower designers and catering companies.

As mentioned before, the perfect venue will guarantee a successful event. But, how do you recognize a good venue? It’s merely about people’s reviews and a personal tour of possible event venues.

Use the internet and collect as much feedback and reviews about the event venue. People like to share their experiences when they’re happy or sad about something. However, visiting the hall personally to check everything yourself will give you an insight into the area, decor, and staff. In addition, this visit will inspire some event corporate ideas that wouldn’t have come to your mind without the tour. Utilize the experience of venue managers and ask them about the difficulties you’re worried about, they can offer a lot of help.

Where is the event venue location? Is it downtown or in the suburbs? Moreover, are guests going to find it easily or they might get lost on the way? Does it have a parking space for guests? You should consider all these questions before deciding on a corporate event location. Choosing the location is essential because you have to pick a venue that’s suitable for all guests.

Tip: there are many responsibilities for the corporate event organizers. So, we advise you to use an event planning checklist to keep track of all the details.

Deciding on a corporate event catering depends on the time, budget, and guests number. An elegant classical event requires high-end food. So, if your budget is vast, go for the plated serving style; it’s the best style for corporate event catering.

On the other hand, if you don’t want to spend a fortune, keep it for beverages and appetizers. Many event organizers do that because it’s affordable, reasonable, and classy at the same time.

There are many serving styles you can choose from, and it all depends on your requirements and capabilities. Furthermore, some event venues like The Regency offer a professional in-house catering service, while others will ask you to contract with a third-party catering company.

You can’t decide on a venue before preparing your guest list and estimating the number of attendees. The venue capacity should correspond with the visitors’ quantity. You can’t book a big corporate event venue for a limited number of people; it won’t look as elegant as many people believe because many areas will be vacant. The opposite is also true as you can’t book a small space for many guests. There will be no place for corporate event catering, ceremonies, and even moving around if the room is tight. 

No matter how successful and engaging your event is, guests won’t notice that if they’re not pleased and satisfied with the basic amenities. So, take a look at all the details when you tour the venue, such as bathrooms, air conditioning, free internet network, space, and seats.

Many people will apologize for attending due to the corporate event location? Look thoroughly, and you’ll find the best location. If parking is not easily available, some guests will favor taking a taxi instead of driving, while others would cancel attending to avoid traffic issues.

So, if you want all guests to attend, pick an easily accessible corporate event venue. Parking is a plus if available. Still, one of the most popular corporate event ideas is sending an Uber for those who live in a distant place or if the venue is barely accessible.

Corporate event planning is a heavy job, but don’t worry; you’ll handle it easily by following all the steps we mentioned in our article.

Remember that it’s all about the venue and keeping your event ideas classic and elegant. The minute your event starts, you’ll forget about all the hard work.

So enjoy your success as a fresh event planner; you earned it!