Event planning starts way early than we think. It starts as soon as an order is placed. The pre-planning process begins with the mental questions of what the event is about; how large it will be, the budget of the event, and other related questions. Here are a few pointers in the right direction:
Establish the purpose of the event
Ask the company what the purpose of the event is. Some examples of corporate events are product launch, Annual General Meeting, business partnership, and so on. As a New York City event planning firm, you should know that the purpose of the corporate event becomes the theme of the event; therefore, if they are launching a new product it is wise to design a layout that allows a prominent display of the product. If it is an AGM, then the sound and video as well as lighting systems should be used to complement each other.
Having established the purpose and the theme of the event, you may proceed to design the setting layout of the event. This is where you decide if using goodie bags is a good idea or not.
Who is the target audience?
Determining the corporate target audience is very important since it will help you make better decisions on things like food, sitting arrangement, monitor display positioning, the size and location of the venue and the type of products to include in the gift basket.
Choosing a date for the event should be guided by input from the client. Suitability of venue location can also determine whether the suggested date is a good match. As long as the eventís date is not scheduled during the holidays or on a national or international public holiday then finding a venue should not be a problem. Another factor to consider is the kind of an event it is. A cocktail is a social event hence should be held in the evening hours on Friday while an NYC Conference will be better off held during the day any day of the week.
This will take into account all expenses of the event like venue, catering service, security service, marketing expenses, transportation, gifts, entertainment, decorations, taxes, and so on. It is best to enquire if the event is paid for by the attendees, sponsored or self-sponsored. If it is a paid event, then you need to determine how much the attendees will pay. If it is part paid and part sponsored then you will deduct the sponsored amount from the total expenses to get a threshold for payment collection from attendees.
Schedule of the event
Draft the schedule of the day to determine things like seating arrangements and the supplies that are required for the event.
Planning for a corporate event is not the same as party planning. It requires you to think through everything thoroughly. The pre-planning process is like a checklist; you can easily detect a missing link at this stage. The budget is estimated way ahead of the day outline but the draft is what really determines all the items that will be needed for the event to be a success.
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