Just like a wedding, organizing a successful corporate event has many logistics you don’t want to miss. Don’t worry, whether you’re a first-timer or simply looking for a refresher, we’ve prepared a checklist below of crucial elements for your upcoming corporate event!
The first thing to remember is that each business or brand has a unique personality and your event must showcase that. The decor or type of menu you decide are important, but it’s the preparation and consistency of theme which allows the event personality to come through. Figure out what your theme is, stick to it, and ensure your company’s event goal doesn’t get lost.
Plan ahead for a smooth registration
First impressions are everything. To ensure a smooth registration, appoint a greeter to the door to direct foot traffic and have them keep an electronic copy of attendees to check off as they arrive. For an easy way to keep track of guest’s attendance, Evite is a website that creates, sends, and manages invitations. Set an RSVP date so that you have a confirmed number of guests. Excel is another tool you can use for registration, a simple control F for guests last name will ensure you capture all your attendance in a timely manner. If there will be guests with special needs, ensure the space is accessible and that everyone can be accommodated. Questions to keep in mind for those travelling, will there be parking or transportation available? Are there nearby hotels?
Food and Beverage
It’s an event planner’s job to ensure not only a successful program takes place, but a delicious meal is served. Provide a variety of choices, while keeping guest’s preferences in mind, and remember stick to your theme. Have guest’s notify you of any allergies upon confirming their attendance? Discuss with your caterer about alternatives for all dietary requirements. Don’t forget to think of logistics around how the food will be served – is it buffet style or sit-down? Will there be wine tasting or appetizers? Don’t forget to include time for eating in your itinerary. If speakers are presenting, ensure guests don’t sit with dirty plates while listening!
Lighting and sound
When preparing for a corporate event, an event planner must consider audio visuals. How lighting and sound are employed will have a great effect on the outcome of your corporate event. Do speakers need AV requirements in their presentation? Possible equipment includes microphones, projectors, sound systems, screens, wifi, special lighting etc. Make an inventory– be sure you’re equipped with all the supplies needed to avoid potential problems with technical setup. Testing everything beforehand is never a bad idea. We also suggest to have a charging station for your guests. Outlets are often limited at venues, and your guests will love you.
Have we peaked your interest yet? We would love to host your upcoming corporate or social event! Get in touch with us today to book a site visit, and secure your desired date. Remember, dates do fill up fast.
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From all of us at LIUNA Stations, thank you for following along!