Temple Square. Corporate Event Planning Toolkit

Transcription

1 Temple Square Corporate Event Planning Toolkit

2 Corporate Event Planning Corporate events are the perfect oortunity to create greater camaraderie among employees and clients, while celebrating company accomplishments and providing a work environment for employees to let loose and have a little fun. From product launches to charity functions and everything in between, there s a lot to consider and plan to ensure your event is a hit. You need the right speakers, entertainment, location, theme, promotions and of course food to best represent your company and keep all attendees hay. If you want your event to run as smoothly as possible, let us help you work smarter, not harder. Have a corporate event planning timeline and checklists of to-do s to keep you organized and throw a successful event.

3 Planning Tips and Tricks Planning a corporate event isn t like planning a small office party; it takes a lot more than throwing up some streamers and balloons in the break room and keeping colleagues haily fed for 30 minutes. There s a lot at stake, and while you probably won t receive pats on the back and endless praise for throwing a successful one, you won t hear the end of it if your corporate event is a total flop. But, with a few planning tips and tricks up your blazer s sleeve, you can keep the latter from haening with your next event. 1. You can never be too organized. The more organized you are, the more likely things won t fall through the cracks and the easier it ll be for you to host the perfect event and for your guests to experience and enjoy it the way you envisioned it. 2. Make your lists and check them twice. Create to-do checklists for the timeline of planning and putting on your business event to ensure you have everything you need to stay organized and execute down to the very last detail with precision. 3. Over prepare. The last thing you want is to not have enough food to feed your guests, so try to have close to double the food and other materials you think you need in case you have a larger turnout. 4. Don t hold your event during vacation season or holidays. You won t have a good turnout if your event date falls during this time. Stick to right after vacation season and on a weekday or a Saturday. 5. It s OK to delegate. You re only one person; you simply can t plan a large corporate event all by yourself. Sometimes it s necessary to be more of an event manager rather than the entire event s planner, so give some responsibility to a few reliable colleagues or put together an event committee. 6. Always have a Plan B. The keynote speaker gets sick. It decides to rain. Whatever the case, an unwanted surprise is likely to haen so always have a backup plan so it s a small hiccup rather than a catastrophic event.

4 Before the Event How big your corporate event is and what type of event it is will determine how soon in advance you need to start planning. Your timeline could start three or six months out or it could start an entire year before. Whatever timeframe you have, be sure to include the following checklist of to-do items before the day of your event. Planning and Research: Determine the event goals and objectives. Decide a theme. Set a budget. Choose the date and time. Start a guest list. Prepare a preliminary event agenda. Research and inspect venues. Research keynote speakers. Research photographers and/or videographers. Contact potential sponsors. Form an event committee. Develop a promotional strategy. Booking and Promotion: Book the venue. Book your entertainment (keynote speakers, band, DJ, etc.). Hire a photographer and/or videographer. Send out save the date cards. Market and promote your event on your company website and social media sites. Invitations and Confirmations: Send invitations (include an event agenda, dress code and any other instructions). Set up an RSVP system. Confirm details with the venue, entertainment, hotel and other vendors. Order or rent any needed equipment (AV equipment, etc.). Find hotels and negotiate rates for out-of-town attendees and entertainment. Create name tags. Finalize the food and beverage menus. Arrange travel arrangements. Order gifts or awards to out. Order special decorations. Determine any security needs.

5 Day of the Event In order to make the day of your corporate event enjoyable rather than a stressful nightmare, make a plan and stick to it. Follow our checklist and remember to have fun you put this whole thing together so you should enjoy it! Have a quick staff meeting (15 minutes before to get everyone on the same page will save you a night-long headache later). Confirm and monitor the pickup of rental equipment. Do a walk-through of the event space. Notify the venue or other vendors of any last minute changes. Inspect any shied materials (be sure everything arrived and in good condition). Provide feedback cards on tables for guests to fill out. Encourage your senior management members to greet guests and mingle throughout the event (it ll make them look good, which will make your company look good). Listen to and take note of what guests comment on (the good and the bad).

6 After of the Event The last guest may have just left, but that doesn t mean your work is done just yet. Take the time to do these last few things we promise it s worth it and then you can take a little time to relax and relish the awesome event you just put on. Send attendees home with a care package. Pack up and inventory all materials used. Save any materials you can use again. Pick up feedback cards. Evaluate what went wrong and what went right. Send thank you notes. Review event financials. Perform a budget performance review. Save budget and vendor information (to keep as a reference for future events). Create a video and/or blog post for your company website. Add event pictures to next month s company newsletter. Like was mentioned earlier, your timeline will vary depending on the scale of your corporate event, but it s important that for every event you follow the abovementioned steps checking and doubling checking your checklists of to-do items.

7 Planning a successful event is totally possible when you have and a follow a detailed plan, and it will make you look good and ensure all your guests have a great time. If you re about to start planning your next corporate event, call and book a meeting at Temple Square. It s a great location with even better service and venue options for every size and kind of corporate event. Call to Book Your Meeting Or Book Online