Corporate Events are basically gathering of employees, existing, new and potential clients and other stakeholders to celebrate important milestones achieved, product launch, employee recognition parties or other significant aspects of the industry. With the increase in number and size of corporate, there is a need for a professional help to plan, design, organize and execute such imperative ceremonies and functions. The ideation, planning for every corporate event depends on the objectives. Corporate event planners can classify it into – road shows, trade shows, expositions, formal parties, and casual parties to name a few. Corporate event planning is different from planning weddings or organizing live concerts. Corporate events are more formal and require utmost professionalism as the brand name is represented in front of the stakeholders and media.
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For making corporate events a big success, irrespective of the objective of the event, corporate event planners have made a checklist that will certainly make your work little less hectic. Once you hire a planner, make sure they follow all the aspects of the checklist.
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Venue: the most important aspect of any event, venue sums up to the major chunk of your budget. While short listing venue for your event, keep in mind the following –Cost: is it well within the budget guidelines set? Does the cost of venue rental vary with the time of the year it is booked?Availability: well you may get the venue of your choice and absolutely love everything associated with it, but it is not available on your dates. Before planning or finalizing anything, make sure the venue is available on your dates.Structure and Ambience: does the venue have façade and interiors that would suit and compliment the decoration? Does it have the kind of setting that would suit the event are some of the question one needs think about before finalizing it.Add Ons: does the venue owners or managers provide add on facilities like tables, chairs, projector screen, parking, audio-visual equipment or rooms to cater to different needs.
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Show Flow: all the planning and hard work for a number of weeks will go in vain if a proper show flow or timeline for activities is not drafted. Companies like to strictly follow the time as chief guests or important board members like to be punctual and timely flow of activities also gives a glimpse of the highly professional team members. Some of the typical activities in a presentation would include –• Introduction
• Reason for the event
• Guest Speaker
• Product Launch / Award Giving Ceremony / Acknowledging the patrons
• Group / Team building activities • Closing statement
• Announcement for lunch or dinner -
Food: this is a pre-requisite to any event. The kind of refreshments and finger foods can depend on your budget. A proper checklist regarding quantity and kind of refreshments, appetizers, alcohol (if permitted) and main course to be served is mandatory.
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Apart from the above pointers, security should be prudently planned especially for the big industries. In all a thoroughly drafted checklist makes for an organized event.
