Check-list for the perfect corporate event
If you are used to organizing, whatever it may be, check-lists are sure to be part of your daily routine. In remembering each of the steps we have to take when organizing an event, it helps us not leave anything to chance. Remember how important it is to plan ahead (3 or 5 months in advance); mark the date of the event in your calendar or an approximate date if the event isn’t yet set, and begin to make note of the different tasks starting from the day of the event and working backwards until today. So, we begin with the necessary tasks from the Check-list that must be done in order to put on the perfect corporate event. Let’s get to work!
What to take into account when beginning to organize an event:
- Define the objective. What do we want to achieve with the event? Promote, reveal, entertain…Who is it direct at? Clients, a group of professionals, individuals…
- Decide on the format and style of the event. Based on our objectives, we layout the image we want to give our event: Formal, informal, a specific trend…
- Make a budget. Knowing the maximum amount of expense for the event is very important for event planning.
- Decide on the number of guests. Make an invitation list including guest names and their contact information.
- Pick a date. It’s very important to be aware of any events or festivities that will take place in the city on this day, so they don’t overshadow our event.
- Choose a location. In line with the number of guests, the style we want to give to the event, and the technical support we will have.
- Logistics. Audiovisual equipment, catering, event design (Photocall, flowers, decoration, etc.) Ask for a quote from 3 suppliers for each area, so you can compare and choose which best suits the event.
- Get sponsors. It’s optional, but sponsors can always help us cover some of the expenses, like the small guest details, Photocall or kiosk (cocktails, popcorn bar, etc.) that enliven the event.
Start up the event.
- Contracting. Establish and finalize each of the services you will need.
- Develop the branding. Design your communication strategy and produce it (invitations, guest details, roll ups, signage, etc.)
- Distribution and event coverage. Press, mailing, send invitations, advertisement if necessary, etc.
- Monitoring and coordination. There must be a coordinator that supervises the correct development of the services described prior.
On the day of the event, the coordinator’s presence is essential. The coordinator must direct and be available, so his or her team works quickly and efficiently. Determination and resolution are basic aspects that every coordinator must master.
An event with heart and soul is moving.
An event without it is forgotten.