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Corporate Events

Corporate Event Venues, Corporate Events

What You Need to Do When Planning a Business Event

January 19, 2017

There is a lot of preparation and planning that goes into making a business event come to life. Here are the key points that need to be met to have a successful business event.

Size

You need to reserve a venue that will accommodate your entire guest list. Knowing your party size is important to get the right venue. For example, a large party size may require an outdoor venue while a smaller party would do better in a more intimate, indoor setting. Once you have your event’s size figured out, you can begin to think about the location.

Location

Your event’s location is the most important thing you need to plan out. Some guests may have special requests such as wheelchair accessibility, a non-smoking environment, designated smoking areas, and more. Make sure you plan for these guests accordingly. If you have an outdoor event you need to account for bad weather possibilities. Indoor venues require extra care as a venue can quickly feel cramped if too many guests are in the space. Different venues can also help inspire certain messages so you need to find a venue that will match the message you are trying to get across. There are pros and cons for both indoor and outdoor events which will help you determine which site is best. It is crucial to reserve the venue early enough because many spaces fill up very quickly and some even have a wait for an entire year!

Food Choices

The food and beverages that are served are very important to making your business event a success. Diverse options are crucial if you plan on everyone being satisfied and happy with the food choices. Your attendees need to be able to choose between an assortment of healthy options. Some guests will have dietary restrictions like gluten allergies or religious requirements that you’ll need to take into account. Variety is key!

Meeting Guests’ Needs

Everyone uses the internet and now rely on having access to it at all times. Having free, fast, and reliable Wi-Fi is key to pleasing your guests, so be sure your venue has it. Creating an app for your event will also make life easier for your guests to check in and keep track of the event’s agenda while also making it easier for you to keep track of your RSVPs.

If the event is longer than 3 hours, guests need to be able to get up and move. Some venues offer creative exercise breaks, like a yoga sessions or a zumba classes. These are great for keeping guests energized and happy!

It’s important to keep guests happy by having good entertainment options. You can look into having a team building exercise the day before the actual event at the same venue. It will help make your team communicate better, benefit those who go, and depending on what you do, the community as well.

Corporate Events, Event Planning

5 Event Branding Ideas for Planning Better Corporate Events

June 17, 2016

Event branding is a popular term used by many marketers today. Even though there is no precise definition about that this type of branding is, most experts agree that event branding represents a personalized and customized graphic design for any type of event.

For many business owners, event branding is all about using their logo or brand message on different signs and items present at the event venue.

However, many people who have experience in this field know that event branding is much more than that, and it’s critical that event planners who are planning conferences, conventions and other corporate events utilize event branding.

That’s why we have decided to present a short list of event branding ideas that will help you incorporate event branding into the next event you plan.

Drinks and food

Food and drinks are served on almost every event. In some cases, the attendees get full meals while in other they can use beverages and snacks. Regardless what kind of option you have selected for your event, you can use drinks and food for event branding.

If the business has a particular color scheme, you can serve food and drinks in this color. Obviously, using some colors is easier in situations like this. But, even if you can’t use the element of color, focus on the shape of a business’s products or some other defining characteristic

Inspirational speaker

Event branding is much easier if you have a good orator on your side.

People visiting any type of event would love to listen to someone who has ability to express ideas and thoughts in a great way. You can use a qualified speaker or simply a speaker with good acting skills. The main point is to leave good impression to the guests and make them remember your client’s brand and your event.

Giveaways

You may need approval from the company you’re working with to do this, but the benefits are many.

It is a smart move to offer gifts to the attendees so they can remember your event and business. Many businesses and organizations give promotional products, gift bags and similar small giveaways to make their event more memorable or to create a buzz.

As an event planner, you will want to choose gifts that go along with the message or theme for the event.

Apparel

There are some types of events, like conventions for example, that can take advantage of things like branded hats and t-shirts.

This type of promotion is not expensive and will remind your attendees of both the company throwing the event and the event itself. Keep in mind that if attendees use these mementos outside, they will provide even greater exposure to both the event and the brand.

For event planners, T-shirts are almost a must-have at conventions and other similar events.

Flyers

Though flyers are still a bit outdated, they will give attendees basic info about the event and the company (or companies) sponsoring the event.

If you are looking for a more modern approach, instead of using posters you can place LCD monitors on the walls of the venue and play videos related to your client’s business on them.

Corporate Events, Corporate Parties, Event Planning, Featured, Tips

5 Things to Learn From Hollywood’s Top Event Planners

March 7, 2016
5 Things to Learn From Hollywood's Top Event Planners

Every year Hollywood’s best event planners plan and throw extravagant corporate parties and events, especially around the bigger awards shows like the Oscars. With some of the event planners throwing these parties for 27+ years, they’ve accumulated a wealth of information and are willing to pass it along to anyone interested.

Here are the 5 things you need to learn from Hollywood’s top event planners:

1. Put energy into all of the senses

One of the biggest suggestions was to invest time and resources into all of the senses, many event planners take care of 2 senses, sight and sound, but incorporating the other senses into your event makes for a more memorable experience. Guests will remember how the event made them feel, because they were able to feel the event with all of their senses.

2. Stay mindful of the food you serve guests

Food can be a tricky thing, and many will order catering without putting enough thought into what type of food they are serving their guests. Will you guests have eaten recently? Do they expect a formal dinner or are they looking for food to be more of a snack. Will the food ruin their nice clothes and jewelry? All of these are things to take into consideration.

3. Bad lighting is the biggest buzzkill

According to some of Hollywood’s best planners, having an event with bad lighting is the worst thing you can do. The lighting sets the mood for the event and plays a major role in how the guests will interact with each other and the event venue itself. Lighting can be used to encourage guests to remain in certain areas or to call attention to certain items.

4. It’s as much about the small things as it is the big things

While many event planners would tell you not to stress the small things (this is especially common advice in wedding planning), the crowd in Hollywood argues that the little things are just as important as the big things. They suggest you take the same amount of time and care on the flowers, the valet, the way refreshments are provided, and other “small” things as you do the larger items to improve guest satisfaction.

5. The layout is of the utmost importance. Make no guest feel like they’ve been B-Listed

While this advice may seem like it only matters because of the celebrities in Hollywood, this advice is surprisingly relevant at all events. The idea is that every guest who attends your event should have the same experience. This means they all have the same amount of space, the same view, the same decorations and they all leave the venue feeling the same way: Glad they attended and looking forward to next years event.

Corporate Events, Corporate Parties

The Ultimate Guide to Planning a Corporate Party

February 5, 2016

Planning a corporate party gives you the opportunity to showcase company accomplishments, create camaraderie among employees, and build meaningful relationships with clients. It may also end up a total disaster with your event going over budget, you being over stressed, and your attendees being bored out of their minds.

Planning a Corporate Party

The perfect corporate party takes planning, and this guide covers all of the details.

I. Planning and Researching Your Corporate Party

In this first phase you are going to

  • Brainstorm and decide on the party’s theme
  • Set a Budget
  • Determine the goal of the party
  • Choose date, location, and time
  • Research vendors, speakers, entertainers, etc.
  • Make a to-do list/timeline

II. Booking and (More) Planning

In this phase of planning your corporate party you are going to do the following:

  • View locations and meet vendors
  • Choose preferred venue and vendors
  • Discuss rental costs
  • Determine if the venue is right for your event
  • Plan decorations
  • Book entertainment, vendors, and photographer/videographer
  • Book your venue
  • Order and rent necessary equipment
  • Find hotels to accommodate out of town guests (if needed)
  • Put together a program (if needed)
  • Put together a back-up plan if your venue is outside
  • Determine the menu with your caterer or facility
  • Sign contracts

III. Promotion, Invitations and Confirmations

Successfully promoting your corporate event could be done in a number of different ways. This section will cover all the following:

  • Send out the save the date
  • Send out invitations
  • Confirm the venue, entertainment, caterers, etc.
  • Let guests know hotel and transportation information (if applicable)
  • Confirm Volunteer/staff responsibilities
  • Visit the venue and if possible set up decorations, tables, etc.
  • Determine security needs
  • Have a designated errand person chosen

IV. The Day of the Event

On the day of the event you will want to do the following:

  • Meet with staff and volunteers
  • Perform a walk through
  • Listen to what attendees like and dislike
  • Encourage guests to be active on social media

V. After the Corporate Party

After the party you will want to do the following:

  • Put video, photos and text on your site or social media
  • Send thank yous
  • Take note of what went well and what didn’t
  • Save budget, venue and vendor info
  • Save items that can be used at the next party or event

Conclusion

Some of the specifics may vary between events for example one party may call for a hotel and catering for 200 while another may forgo the hotel choose pizza for food. The key to planning a great corporate party is staying organized and following a plan. 

Sources:

http://www.wileyentertainment.com/5-steps-for-creating-the-perfect-corporate-party-planning-checklist/

http://www.wikihow.com/Plan-a-Corporate-Event