Let\u2019s dive in.<\/p>\n\n\n\n Make it crystal clear why you\u2019re planning a corporate event and for whom. Every decision you take later on will relate to this.<\/p>\n\n\n\n There are many different types of corporate events. For example seminars, trade shows, incentive events, Christmas parties\u2026 the list goes on and on. We\u2019ve dedicated an entire article to cover the most common types of corporate events<\/a>.<\/p>\n\n\n\n If you aren\u2019t sure what type of event you\u2019re planning, check out the list and then come back for the next planning steps.<\/p>\n\n\n\n Every event has an objective. It can be very tangible, for example, sales or intangible, for example sustaining your company culture.<\/p>\n\n\n\n Take the time to clarify what you want to gain from hosting an event. Every decision after that should be in line with this objective.<\/p>\n\n\n\n Also, don\u2019t try to shoehorn too many objectives into a single event. For example, generating new leads and recruiting require separate events. It\u2019s more expensive, but cutting corners won\u2019t get you anywhere.<\/p>\n\n\n\n Pro-tip<\/strong>: When setting goals, it\u2019s recommended to use the SMART framework (S<\/strong>pecific, M<\/strong>easurable, A<\/strong>ttainable, R<\/strong>elevant and T<\/strong>ime-bound). If you aren\u2019t familiar with this framework, check out this article by HubSpot.<\/a><\/p>\n\n\n\n What you consider a big or a small event is very subjective to the size of your company and your industry. However, as a rule of thumb:<\/p>\n\n\n\n As a rule of thumb, bigger events are usually for-profit events (i.e hosting the event will generate money) while the smaller ones have other objectives.<\/p>\n\n\n\n Once you\u2019ve established the scope of the event, you\u2019ll want to determine your budget. At this stage you don\u2019t need exact figures, just estimates.<\/p>\n\n\n\n Keep in mind that planning a corporate event is expensive. Don\u2019t be surprised if your figures seem outlandish!<\/p>\n\n\n\n This step isn\u2019t essential but it\u2019s nice to have an estimate of what overall cost is likely to be.<\/p>\n\n\n\n There are a few ways you can achieve this. For example, if you\u2019ve hosted similar events in the past, you can base your estimate off of your previous budget. <\/p>\n\n\n\n You might also find some of these prices online. For example, at partywizz.com<\/a> you can find prices for different entertainers and party services<\/a>.<\/p>\n\n\n\n However, <\/strong>if there is no easy way for you to get an estimate, skip this step. You\u2019re going to need to reach out to all the suppliers anyway.<\/p>\n\n\n\n Decide internally what you\u2019re willing to spend for the event.<\/p>\n\n\n\n Your available budget will have the single biggest impact on your event. Again, at this stage, you don\u2019t need a to-the-penny amount just an estimate of what your budget is.<\/p>\n\n\n\n Compare your estimate with what your company is willing to spend. If it matches great, otherwise try to see if you can plan a cheaper event. There is no point planning your dream event, only to be told you don\u2019t have the budget for it.<\/p>\n\n\n\n The easiest is just to choose a single date that works for you and work from there. <\/p>\n\n\n\n However, if you want a bit more flexibility, select a couple of tentative dates for your event. Two or three is fine. Narrow down your choice of the date after you\u2019ve contacted the venues & the catering (see next steps<\/a>). <\/p>\n\n\n\n If you want to host an event during a \u201cbusy period\u201d (for example near Christmas) start planning as soon as possible. Availability fills up fast. <\/p>\n\n\n\n Also, don\u2019t assume Saturdays are necessarily the best. The ideal day of the week will vary depending on your event and your audience. <\/p>\n\n\n\n Find two or three different venues, at different prices points that could host your event. For each venue get the following information:<\/p>\n\n\n\n When it comes to booking a venue the catchphrase \u201clocation, location, location\u201d has never been truer. You need to find a location that is easily accessible for your guests.<\/p>\n\n\n\n Depending on the event, you might need to organise transportation to and from the event. This mostly applies when your guests all arrive from a single location, such as a hotel or the airport, or if you’re organising a high-end event. <\/p>\n\n\n\n Otherwise, if your guests aren\u2019t arriving from a single area, check to make sure the venue is generally easy to get to (and get home from).<\/p>\n\n\n\n Is the venue the right size for your event? Don\u2019t book a space that\u2019s too big, or the room will look empty. Conversely, don\u2019t book a room that\u2019s too small or your guests will be cramped together.<\/p>\n\n\n\n This information is most often online but you can also ask when you reach out.<\/p>\n\n\n\n Ask what facilities you get when booking the venue? Is there somewhere for your guests to hang their coats? Is the venue wheelchair accessible? What spaces can you use apart from the \u201cmain\u201d room you\u2019re booking (for example outside)?<\/p>\n\n\n\n Make sure you list everything they offer with the rental. Otherwise, you won\u2019t be comparing apples to apples.<\/p>\n\n\n\n Again, check what equipment the venue can supply you with. For example speakers, screens, a microphone, a stage, a speaker podium and so on.<\/p>\n\n\n\n Do they have everything you need or will you need to hire a supplier for the missing pieces?<\/p>\n\n\n\n You\u2019ll want to check whether or not they are available on any of your selected dates. Otherwise, repeat this step and reach out to other venues.<\/p>\n\n\n\n Food and drinks are a key aspect of any event. Even if there is none. It\u2019s still a decision you need to take. <\/p>\n\n\n\n There is no right or wrong answer. It depends on the type of event you want to host.<\/p>\n\n\n\n What you include, depends entirely on the type of event you\u2019re hosting and the duration. Do you want to provide your guests with a full meal? Just some finger food?<\/p>\n\n\n\n It\u2019s also possible that the venue has its own bar\/restaurant. In which case, depending on the type of event you\u2019re hosting, you can send your guests there instead of planning food.<\/p>\n\n\n\n If food isn\u2019t appropriate for your type of event, it\u2019s common to just provide your guests with tea, coffee and water.<\/p>\n\n\n\n If serving alcohol suits your event, it\u2019s customary to give a few free drinks to guests. There are a few common ways to approach this:<\/p>\n\n\n\n Many venues provide onsite catering, in which case you can ask for a quote when searching for the room. If they don\u2019t you\u2019ll need to find a third party supplier who is available that day.<\/p>\n\n\n\n Pro-tip<\/strong>: Ask the venue who they recommend\/usually work with. Working with caterers who know the venue is always easier.<\/p>\n\n\n\n If you\u2019re planning on serving alcohol, make sure they have a licence. If the venue regularly hosts events they most likely will but it\u2019s worth checking.<\/p>\n\n\n\n At this point, you\u2019ve found the venue and caterer but you\u2019re not done yet. You\u2019re still going to need other suppliers. Exactly what you need depends on your type of event. Below we\u2019ve listed the most common.<\/p>\n\n\n\n Reach out and ask if they\u2019re available. If they are, ask for them to keep a tentative slot open for you. This is something most suppliers will be happy to do.<\/p>\n\n\n\n Is someone going to be giving an important talk?<\/p>\n\n\n\n When it comes to speakers, you\u2019ll need to get a quote & availability from them directly. Most often their website is the best place to start. They will also likely have a list of (common) requirements. Such as a screen, microphone & a projector\u2026<\/p>\n\n\n\n Who is in charge of taking the pictures?<\/p>\n\n\n\n Depending on the event you\u2019re hosting, pictures are more or less of a priority. However, it would be a shame to good through the whole planning effort and not have at least one decent picture.<\/p>\n\n\n\n If you\u2019re based in Ireland, you can hire photographers on the PartyWizz<\/a> website. We operate with 100% price transparency which makes getting quotes a lot easier.<\/p>\n\n\n\n Entertaining your guests at your event is key. If you\u2019re looking for some ideas, we\u2019ve dedicated an entire article<\/a> on the topic. For example, are you going to have a photo booth<\/a>? Do you need a DJ to play some music?<\/p>\n\n\n\n If you\u2019re based in Ireland, and you\u2019re interested in booking some entertainment<\/a>, check out the PartyWizz website. We only work with the best entertainers in each category.<\/p>\n\n\n\n Now that you\u2019ve contacted all the suppliers, you\u2019ll want to add up all the prices to get a total cost. At this point, you should be close to your final figure.<\/p>\n\n\n\n Some of the suppliers might be estimates, in which case you\u2019ll only get the exact figures after the event. If that’s your situation, try to have some \u201cbuffer\u201d with the budget; it will keep things smooth.<\/p>\n\n\n\n If the price of the event matches the budget you set initially, then you\u2019re all set. Otherwise, you\u2019re going to need to find cheaper alternatives or do without certain services.<\/p>\n\n\n\n If you need extra budget, or if you’re trying to make a profit from your event, look for companies who would be willing to give you some cash in exchange for some awareness. <\/p>\n\n\n\n For corporate events, the two most common options are sponsors and exhibitors.<\/p>\n\n\n\n Apart from looking for cheaper alternatives, is there anywhere you can save money? <\/p>\n\n\n\n For example, do you have any partners who would be willing to give cheaper rates? If you regularly work with a venue, they might be inclined to give you a discount.<\/p>\n\n\n\n This is only relevant for some companies, but if it applies to you, don\u2019t miss the opportunity.<\/p>\n\n\n\n As soon as your budget is approved, and you\u2019re happy with your suppliers, place your bookings. If you don\u2019t you might lose your slot.<\/p>\n\n\n\n When it comes to corporate events, there is no such thing as booking things too early. <\/p>\n\n\n\n When it comes to making the payment, suppliers & venues work differently. Some might ask for payment upfront while others will ask for a deposit.<\/p>\n\n\n\n For example, at PartyWizz, we operate with a standard 15% deposit. The rest of the payment is due after the event. <\/p>\n\n\n\n It sounds boring, but don\u2019t skip this step!<\/p>\n\n\n\n Make sure you get a signed contract or agreement with every supplier. These should cover what you\u2019re paying for, what your receiving, the payment terms as well as what happens if something goes wrong.<\/p>\n\n\n\n At the very first step, you established why you\u2019re hosting this event. To achieve this, you\u2019re most likely going to need to engage with your chosen audience. Now is the time to decide how this is going to be done.<\/p>\n\n\n\n What content do you want to deliver to your audience?<\/p>\n\n\n\n If it\u2019s an internal event to celebrate a milestone, it might just be a few speeches from the senior management. On the other hand, if you\u2019re objective is to generate leads, maybe you\u2019ll want to set up different pods for your sales team to give mini-pitches.<\/p>\n\n\n\n The content and how it\u2019s delivered will depend entirely on the type of event you\u2019re hosting.<\/p>\n\n\n\n How are you going to brand the event? How are you going to brand the venue? What is your key message?<\/p>\n\n\n\n To maximise your return on investment, you should take some time to carefully consider the role your brand is going to play during the event.<\/p>\n\n\n\n Note<\/strong>: If you don\u2019t already have branded items, you\u2019ll need to add them to your budget. As these can be re-used over time, it’s always a good investment.<\/p>\n\n\n\n At this point, you should already have a fairly clear idea of what your event will be like. <\/p>\n\n\n\n However, don\u2019t leave anything up for chance. Make sure you have a point-by-point break down of the event.<\/p>\n\n\n\n It\u2019s better to be over-prepared and bend the timing slightly on the day than be underprepared and miss out on some activities or speeches.<\/p>\n\n\n\n You can’t host a successful event without actively promoting it. Even an internal event.<\/p>\n\n\n\n How to market an event is outside the scope of this article. However, if you want your event to be successful, promotion is key. You can find some nice ideas in this article by orbit media<\/a>.<\/p>\n\n\n\n The easiest way is to keep it all digital. You can use Canva<\/a> to create nice invitations & Jotform<\/a> to collect the responses.<\/p>\n\n\n\n Alternatively, if you want to go the extra mile, you can send out physical invitations. <\/p>\n\n\n\n It\u2019s an extra cost and effort but it makes the event extra special. There are a lot of online and offline printshops you can use for this.<\/p>\n\n\n\n We hope you’ve found these steps for planning a corporate event useful. If you\u2019ve enjoyed this content, why not stay in touch?<\/p>\n\n\n\n At PartyWizz, we favour content quality over quantity. So rest assured, we won\u2019t flood your inbox!<\/p>\n\n\n\n![\"Flip](\"https:\/\/assets.partywizz.com\/blog\/20230313084226\/planning.jpg\")
<\/figure>\n\n\n\n1. Establish the scope of your event<\/h2>\n\n\n\n
What\u2019s the event type?<\/h3>\n\n\n\n
What\u2019s the objective of the event?<\/h3>\n\n\n\n
What is the size of the event?<\/h3>\n\n\n\n
![\"Person](\"https:\/\/assets.partywizz.com\/blog\/20230313084226\/office-594132_1920.jpg\")
<\/figure>\n\n\n\n2. Determine your budget<\/h2>\n\n\n\n
Estimate how much the event will cost?<\/h3>\n\n\n\n
What is your company’s budget?<\/h3>\n\n\n\n
![\"Events](\"https:\/\/assets.partywizz.com\/blog\/20230313084226\/calendar.jpg\")
<\/figure>\n\n\n\n3. Decide on the date<\/h2>\n\n\n\n
4. Search for a venue<\/h2>\n\n\n\n
Location<\/h3>\n\n\n\n
Capacity<\/h3>\n\n\n\n
Facilities & Layout<\/h3>\n\n\n\n
Equipment<\/h3>\n\n\n\n
Availability<\/h3>\n\n\n\n
![\"Corporate](\"https:\/\/assets.partywizz.com\/blog\/20230313084226\/catering-2778755_1920.jpg\")
<\/figure>\n\n\n\n5. Get a quote for the catering<\/h2>\n\n\n\n
What food are you planning on including?<\/h3>\n\n\n\n
What drinks are you planning on including?<\/h3>\n\n\n\n
Who is providing the service?<\/h3>\n\n\n\n
![\"corporate](\"https:\/\/assets.partywizz.com\/blog\/20230313084225\/camera.jpg\")
<\/figure>\n\n\n\n6. Contact the remaining suppliers<\/h2>\n\n\n\n
Keynote Speakers<\/h3>\n\n\n\n
Photography<\/h3>\n\n\n\n
Entertainment<\/h3>\n\n\n\n
![\"Laptops,](\"https:\/\/assets.partywizz.com\/blog\/20230313084225\/office-talk-1024x581.jpg\")
<\/figure>\n\n\n\n7. Finalise the budget<\/h2>\n\n\n\n
Can you afford the current quote?<\/h3>\n\n\n\n
Can you generate income from your event?<\/h3>\n\n\n\n
Is there anywhere you can save money?<\/h3>\n\n\n\n
![\"Person](\"https:\/\/assets.partywizz.com\/blog\/20230313084225\/startup-593324_1920.jpg\")
<\/figure>\n\n\n\n8. Place your bookings<\/h2>\n\n\n\n
Make the payments<\/h3>\n\n\n\n
Get a contract<\/h3>\n\n\n\n
![\"Person](\"https:\/\/assets.partywizz.com\/blog\/20230313084224\/neonbrand-unsplash.jpg\")
<\/figure>\n\n\n\n9. Plan how you\u2019re going to engage your audience<\/h2>\n\n\n\n
Content<\/h3>\n\n\n\n
Brand presence<\/h3>\n\n\n\n
![\"Person](\"https:\/\/assets.partywizz.com\/blog\/20230313084224\/composition-1837242_1920.jpg\")
<\/figure>\n\n\n\n10. Create a Schedule<\/h2>\n\n\n\n
11. Start marketing your event<\/h2>\n\n\n\n
Promote your event<\/h3>\n\n\n\n
Send out your invitations<\/h3>\n\n\n\n
![\"Person](\"https:\/\/assets.partywizz.com\/blog\/20230313084224\/kaleidico-7lryofJ0H9s-unsplash.jpg\")
<\/figure>\n\n\n\nThat\u2019s a wrap<\/strong><\/h2>\n\n\n\n