10 Steps to Planning a Successful Corporate Event
Memorable corporate events is a tough achievement to attain. No matter the purpose or reason for holding a corporate event, it can be a daunting task. Most successful events are planned several months or even years of planning. With over a hundred of large-scale events held in Singapore by global brands, the benchmark of what constitutes an impressive event is intimidating. However, in orchestrating extraordinary event, staying organised is a key essential. To help you plan and stay on track, here are steps on achieving a successful corporate event.
- Come up with a theme
Clearly defining your target audience can help you draw out a theme and structure majority of your decisions from it. As well as this, you need to know the purpose for holding the event whether it’s lead generation, building awareness, or developing customer loyalty.
- Set a budget
Events tend to be costly — mainly in regards to the corporate event venue and food and beverage. Instead of having an incredibly vague budget expense, make a comprehensive list of all the expenses. If you’re working with sponsors, highlight areas in your list where they can offer “in-kind” donations.
- Search for venues and vendors
Finding appropriate corporate event venues in Singapore can be an arduous, but necessary task. Search for venues according to the purpose and theme of your event. There are a large number of prospects online where you can have a preview of what each venue has to offer. Once you’ve come up with a list of the ones you like, arrange a meeting with vendors and receive quotations to narrow down your options.
- Choose a menu with your caterer
As with the venues, you can look for the perfect caterer for the corporate event online. The menu and the package prices are available on most caterers’ websites to help you come up with a list of suitable options. Arrange a meeting with your caterer to agree on terms.
- Décor for the theme
A number of event caterers offer a design theme or concept to tie everything together — including the food and beverage. If your chosen caterer doesn’t provide this service, discuss your desired décor with the person in charge at the venue you chose. Don’t be afraid to get creative. The more memorable the atmosphere is, the more likely your corporate or brand message is to be absorbed by your guests.
- Send out invitations
You can send out via snail mail or email, but sending invitations through both methods is ideal. Sending invitations through snail mail offers a more personalised touch, while sending an invitation via email allows for a faster response time.
- Use online registration
For better organisation and time efficiency, using an online registration is a smart option. It’s easier than analogue registration where guests have to fax or bank draft. Online registration will help you secure attendees faster, allowing you to forecast numbers and release budget as soon as possible.
- Create a to-do list
Create a detailed to-do list of everything that needs to be accomplished before the event. This is a master list of all the deadlines of and people responsible for tasks. One week before the even go through the list and double check to make that everything is close to being done. One day before the event, make sure that all the tasks have been completed.
- Follow up
Check in frequently for updates and to make sure that employees and vendors are on track.
- Designate responsibilities
Allow people to take control over areas and tasks where they enjoy responsibilities. The more enthusiastic and interested they are interested in a task, the more likely they will carry them out successfully.