Planning a corporate event takes time, management skills, and a strong ability to multitask. There are many things to check off the list to ensure a successful event, whether it’s an office party, a conference, a team retreat, or a networking event. Here are five tips to include on your checklist.
Date & Place
The location should be your top priority. The location you choose is determined by the type of event you are hosting. For example, if you are hosting a retreat, select a hotel that is located outside of downtown so that you and your colleagues can concentrate on your meetings and activities.
To maximize attendance at a networking event or conference, choose a location that is easily accessible, like the Saint-Henri neighborhood in Montreal.
You must also determine the event’s date and whether the venue can accommodate you. Money is another factor that will influence your decision, so make sure you are aware of your company’s event budget.
Find out if the venue provides services, equipment, and staff. If this is the case, you should probably take advantage of them. Therefore, you can focus on the content of your event by delegating some of the items on your list. Such conveniences, combined with on-site assistance, increase the likelihood that your event will go off smoothly.
Equipment & Technical Support
What equipment will you require for the event? Notepads, whiteboards, projectors, screens, microphones, Wi-Fi… Make a detailed list of everything you’ll need.
In addition to having built-in audio-visual equipment, some conference rooms, like Nuage B’s, can assist you with setup and technical support. Make sure to ask if this service is available and to test the equipment before the event. This will free up your time on the day of your event to focus on other essential tasks.
Food & Drinks
Food, believe it or not, is an important factor in a successful event. Your attendees will be distracted if they are hungry. If your event lasts all day, don’t forget to provide multiple meals.
Another critical component is to have readily available beverages such as coffee/tea, water, and juice. Will you be serving alcoholic beverages? If this is the case, decide what type, how much, and when it will be served. Alcohol is usually more appropriate in the evening or at networking events.
It’s also a good idea to think about any dietary restrictions or allergies. Therefore, when sending out invitations, make sure to include a question about dietary restrictions and provide a vegetarian option.
The Agenda
Determine the start and end time of the event, including the schedule for the meal, breaks, and activities. The agenda should be distributed to any key personnel and speakers to follow the program. A successful event is heavily reliant on flawless execution.
Sponsors
If you are planning a product launch or an industry conference, you will almost certainly have sponsors. If that’s the case, you’ll need to decide how you’ll brand them. Will their logos appear on event banners, invitations, or promotional materials? Do you intend to have these companies set up booths? Gift bags are also an excellent marketing tool, and most people enjoy receiving freebies.
With these suggestions, planning your corporate event should be a breeze. Keep in mind that the most important thing is to reserve your venue. Everything else should fall into place once you’ve decided on a location. And even if you already have a meeting room in your establishment, it is sometimes more advantageous to hold your corporate events in a room outside your company (see Rent a meeting room outside of your company to optimize all your meetings).
Nuage B is probably the place where you will want to hold your next corporate event. We offer special packages and turnkey solutions that suit all your corporate needs. Contact us now!
