Company Event Planning 101: A Complete Checklist
When it comes to planning a corporate event, there are so many factors that all need to work in sync with each other. In fact, any small detail that is overlooked can create a cascading effect, and the whole event can crumble.
Being aware of the little things (as well as the large things) necessary for a corporate event can help you achieve a perfect gathering that everyone will enjoy.
Event Venue and Location
The event’s venue must be able to hold all the attendees. This goes beyond the employees, but also needs to include vendors, speakers, guests, security, and other personnel.
If the venue can only hold 50 people, and your total comes to 150 people when everyone is accounted for, then the venue is inappropriate, and you risk health and fire code violations.
The location of the venue also needs to be accessible for everyone attending. If required, transportation needs to be arranged in order to shuttle people to and from the event safely. This is also a good idea for groups of people staying in accommodations within a relatively short distance of the event, especially if alcohol is being served.
Know Your Event Goals
In the early stages of planning, you should determine the end goal of the event. Why are you holding it, and why should people attend? This will help you organize the appropriate requirements for the event.
If your goal is to hold a conference, then you will need guest speakers, vendors, caterers, and promotional materials. The venue will require adequate seating, separate rooms for different panels, and parking.
If you are holding an award ceremony, you need to consider catering, bar service, a dance floor, seating, music, and a staging area for the presentation. Transportation will also need to be considered, as you don’t want people to drink and drive.
Event Costs
Any event should have a budget in place, as this will help you control costs and not bankrupt the company.
Obtain multiple quotes and do tours of the locations prior to booking to ensure that you are getting the best for your money. Some venues may include catering or a bar service, or charge extra for seating to be brought in. Thus, you need to consider all these costs.
Depending on the event itself, you may charge for tickets to ensure that your attendance stays within the venue’s required limit. This will also help you recoup some of the costs.
Attendance Numbers
Many venues (unless they are outdoor events) have a restriction on the number of people who can attend.
Ticket sales will help you keep these numbers under control, but having an employee from the caterers or venue to count people as they arrive will also help you monitor the situation.
When it comes to your marketing, target the people who you want or need to attend first. Then, if you cannot meet your target, you can expand to other people.
The final attendance figures at the end of the event will also help you assess its success and can assist with future planning.
Speakers and Guests
During the planning stage, before the venue and date are confirmed, reach out to the people you wish to invite as special guests and speakers. Not only will they be a big draw to the event, but they may have busy schedules. Therefore, you need a backup plan if some or all the speakers cannot attend.
Of course, these special guests need to be relevant to the event. For example, there is no point in inviting someone who specializes in biology to speak at an IT conference.
Your guests may also have special requirements to attend. Being aware of this issue in the planning stage will help you prepare for unexpected costs and make the necessary arrangements.
Transportation
Travel to and from a corporate event may not always be at the forefront of your mind, but it will be for the staff. Concerns like parking and the various forms of transportation required can deter people from attending, especially if an additional cost is involved.
Contracting a shuttle service to transport people to and from the event will encourage attendance and make the experience more enjoyable. Luxury vehicles designed to transport large groups of people with professionally trained drivers heighten the experience.
These vehicles are equipped with technology to allow your passengers to track where they are, as well as top-of-the-line safety features and the ultimate in comfort. This will result in satisfied staff and rave reviews for the event.
Carefully planned routes will allow everyone to arrive at the event on time and without delays. If there are multiple pick-up and drop-off spots, then the routes should be planned with time management in mind.
Vendors and Media
Booking your vendors ahead of time will reduce the risk of cancellations or unavailability.
Your vendors also need to be specific to the event, from the food and drinks to promotions and associated companies. Keep in mind that some vendors book over a year out. Therefore, if you need someone in particular, you should contact them as soon as possible.
Your marketing team will need to begin the promotion campaign and order the required materials and “swag” as soon as the date has been confirmed. The more time you have to promote, the greater the attendance will be.
Contact the Corporate Event Transportation Experts
When planning your event, give yourself as much time as possible. Don’t try to plan a large event that will take place within a few weeks. You should plan at least six months ahead, if not longer. This helps to ensure you can book all the important things, such as venues, vendors, and speakers.
Fortunately, Bauer’s Intelligent Transportation has all your corporate events’ transportation covered. We provide a specialized planning team and dedicated account manager, as well the buses, SUVs, and any other vehicles you require.
Call us at 415-233-8545 or visit us online for a quote today, and see how your corporate event can benefit from our luxury chauffeur service.
