Whether you ’ re a business owner , event creator , or other professional , there ’ s no doubt that planning a corporate event is a complex task – and it ’ s important to stay on top of the process . A corporate event done right has the power to strengthen relationships and leave a lasting imprint , but disorganised planning could result in guests zoning out . Alternatively , a wellplanned event can strengthen relationships and add credibility to your brand image . Things to consider during planning When planning an event , several key factors must be considered to ensure its success . Here are some key things to keep in mind :

• Clearly define the purpose of the event and the specific objectives you want to achieve . Whether it is to educate , entertain , network , or raise funds ; always have a clear understanding of the event ’ s goals .

• Establish a realistic budget that takes into account all the necessary expenses . Track your expenses throughout the planning process to ensure you stay within budget .

• Select a suitable date and time for the event , considering factors such as the availability of key participants , seasonality , and potential conflicts with other events . Avoid significant holidays or conflicting industry events that may impact attendance .

• Choose a venue that aligns with the

event ’ s purpose and one that can accommodate the expected number of attendees comfortably . Consider location , capacity , accessibility , parking , and available amenities .

• Develop a compelling and cohesive theme for your event . Create a visually appealing and engaging environment through decor , branding , lighting , and audiovisual elements .

• Plan a detailed event program that includes key activities , presentations , performances , and breaks . Create a realistic and well-paced schedule that allows for each activity and considers attendee comfort .

• Research and select reputable vendors and suppliers . Obtain multiple quotes , review contracts carefully , and communicate your requirements clearly to ensure their deliverables align with your expectations .

• Develop a comprehensive marketing strategy to promote your event . Use various channels like social media , email marketing , press releases , and partnerships . Create engaging content and leverage early bird discounts or incentives to boost ticket sales .

• Pay attention to the overall attendee experience . Consider factors such as registration and check-in processes ,

seating arrangements , networking opportunities , accessibility for attendees with special needs , and post-event surveys to gather feedback .

• Anticipate potential challenges and have contingency plans in place . Prepare for inclement weather , technical difficulties , or last-minute changes . Create backup options and establish clear communication channels to address any unforeseen issues .

How to plan an event

From the pre-planning phase to the day of the event , there ’ s so much to organise and keep track of . Follow the event planning steps below to save your time and your budget when organising a successful function .

Create an event planning checklist

• Set a goal for the event

• Organise your team

• Establish your budget

• Set the date and book your venue

• Identify partners and sponsors

• Market your event

• Final preparations

• Create an event planning checklist A checklist can make a significant difference when it comes to planning an event . Set a goal for the event Establishing the goal of your event is one of the very first things you need to

do when planning . Goals can be diverse ; revenue , media attention , raising funds , the number of attendees , launching a new product , etc .

Define the purpose of your event or what you want to accomplish with it , and make sure the goal you set adheres to the SMART criteria , or in other words is Specific , Measurable , Attainable , Realistic and Timely . Organise your team Assemble a competent team that can help you achieve the goal you have set and you can delegate your work to without a second thought .

Create an event planning timeline to highlight the individual tasks you need to complete and the relevant deadlines . It will help your team keep track of things . Establish your budget Before you start planning you need to consider your budget and see if your event planning needs align with it . Final preparations Your event is only days away and there are a few more things you need to do to avoid any setbacks . Check with your caterer and confirm the menu , food presentation and serving details , etc . Make sure the venue is ready to be set up on the date and time you have booked it for .

Check on all the other equipment you need for the event . Don ’ t forget to test them to see if they work when you ’ re finally setting them up .