If you are in charge of planning a large corporate event you need to be organized and prepared. Whether you are hosting a party, a meeting, a conference, a tradeshow or any type of event that caters to employees, clients or the general public, early planning is imperative. Corporate events come in many shapes and sizes and they can be very challenging to pull off successfully, so we have compiled a list of tips to help you plan a creative, informative and successful corporate event.
Establish a Practical Budget
With any type of corporate event planning there are always budget constraints. Stay on top of budget expectations by managing and tracking all expenses closely. Set your budget lower than anticipated and stick to it as much as possible, this way when unexpected costs occur – you still have some wiggle room.
Know Your Audience
Find out as much as you can about the clients or guests that you will be putting together the event for. If you are running an event to promote a product or service – make sure that you have plenty of samples or pictures of what you are trying to promote. You should also know the answers to the following questions:
- How many people are expected to attend?
- Is there a minimum and maximum number of guests?
- Are there any guests that will need special accommodations?
- Is it a ticketed event?
Pick the Perfect Space
You need to choose a venue that will accommodate your number of guests as well as any AV equipment, product displays or exhibits that you may be planning. If your event is going to take place on site at your business location and it is being held during warmer weather, you may want to rent a large tent with tables and chairs to accommodate all of your guests.
Vendors and Supplies
If you are not choosing an offsite venue or catering hall, you will have to deal directly with vendors for many of the supplies you will need. If you are looking to rent a tent, many vendors offer affordable packages that include tables and chairs and other items along with a tent. They often have several different priced packages that you can choose from depending on your needs.
If you are serving food, make sure it is appropriate for your event theme. Soft drinks and sandwiches are usually fine for an informal business or networking luncheon but you may want to choose more elegant food and offer cocktails for an awards dinner.
You also want to make sure that you market your event successfully – whether you send invitations in the mail, through email or on social media.
With some early planning and organization, you can plan a successful corporate event. If you are planning a corporate event or any type of party and you are interested in any tent, table, chair or other party supply rentals, contact A & R Party Tent Rentals. From backyard parties to large corporate events, A & R Party Tent Rentals offers quality products, reliable and efficient service and tent rental packages to meet the needs of any event! Give them a call at 631-433-9784.