Corporate Party Planning

Proper planning is critical to ensuring a successful corporate party or event. Irrespective of whether this is a retirement party, trade show, golf outing, sales meet or annual holiday party planning for such corporate events are crucial.

Planning The Budget

While the initial costs anticipated might accelerate quickly during the course of planning, keeping a tab on the following aspects should keep costs under control:

• Location:
  Aspects pertaining to rental fees, labour, licenses and fees should be taken into account.

• Rentals:
  Costs related to registration tables, furniture, air or heating requirements, chairs, props, drape and pipe, tables, risers, flooring or carpeting, staging, canopies or tents, ropes or stanchions etc. should be calculated.

• Food costs:
  Right from the fees towards the bartender services, catering, utensils, glasses, beverages, food, linens, supplies, China, equipment, health permits, tax, gratuities, staff and labour costs, volunteers, VIP, personnel or guests to other charges, everything should be estimated beforehand.

• Audio Visual equipment:
  Check the costs of television monitors, microphones, screens, cameras, podiums, video recorders and players, film and slide, carts, projectors, lecterns etc. Other costs would pertain to blackboards, marking pens or pointers, sound systems, walkie-talkies, disc players, technical staff, computer interfaces etc.

• Lighting needs:
  Costs associated with generator, video production, extension cords, general lighting, rentals etc. should be estimated.

• Collateral materials:
  These include media kits, business cards, designer, registration packets, brochures, invitations, flyers and posters, envelopes, letterheads, tickets, specialty items, programs, logos etc.

There are several other expenses to consider such as decorations, party supplies, guest entertainment aspects, transportation on-site, accommodation or travel associated costs, personnel, security, promotion and publicity of the event, emergency considerations, trash disposal, insurance, printing supplies, parking or transportation charges as well as a host of miscellaneous supplies.

Promoting The Event

Corporate events fail to be successful unless there is sufficient publicity and promotion surrounding them. Designation of responsibility towards promotions should help just as meeting with media personnel will.

Proper copywriting and good quality design are critical when it comes to promotional materials. Press releases create a buzz around the event and contact information should always be provided in all promotional materials.

Planning Checklist

Before the corporate party begins, ensure to adhere to this checklist:

Prior to event:
This stage should include determining the objectives and goals of the party or event, chalking out the agenda as well as guest list, scheduling possible dates for the event, conducting site visits, sending out meeting requirements with requests for revert on written proposals, negotiation of hotel blocks and rates, reviewing of site proposals should be undertaken.

Just before event:
Charting out of a promotional or publicity strategy, formation of committees, performing PR work, hiring printer for needs, lining up sponsors should form the major portion of tasks at this phase.

Other things to take care of include establishment of signage, determining meeting theme, confirming final budget for event, credential lists and processes, placing orders for special decorations, determining security needs etc.

Actual day:
Ensure having a volunteer or staff meeting to go over procedures, responsibilities etc. Make sure all supplies and rental equipment have been picked up and walk through the place to ensure everything is in order.