Hosting a corporate event requires thorough planning and preparation. Use these tips when organizing your next big company gathering for a seamless and successful event. Let’s get started!
Start Planning Early
Ideally, you should begin planning a corporate event six to 12 months in advance. This gives you plenty of time to secure the perfect venue, find party rentals, like round tables, line up vendors, and handle all the small but critical details. If booking a popular venue like a museum or historic hotel, you may need to inquire over a year out to get your desired date.
Send Out Save the Dates
Once you’ve booked the venue, immediately send out save-the-date emails or cards to your guest list. Getting a jump start on invites allows attendees to make travel plans and block off their calendars. You should send formal invitations eight to 12 weeks before the event.
Choose a Theme
Selecting a theme might sound frivolous, but it actually helps guide many event details. The theme could revolve around the event’s purpose, company, season, or location. Keep decor, activities, menus, entertainment, and giveaways cohesive with your theme. This makes planning smoother and creates memorable branding.
Arrange the Furniture Thoughtfully
Maximize your venue by mapping out furniture arrangements that encourage guest flow and mingling. Scatter high-top cocktail tables for receptions along with plush seating areas ideal for conversation. Use round tables or long banquet tables for dinners, depending on space and guest count. And include open areas for activities like dancing, games, or presentations.
Offer Beverages and Snacks
Keep guests energized by providing ample food and drink. Offering coffee, tea, and soft drinks is a must. According to Rachel Ray, if you offer tea or coffee, 80% of guests will accept. For daytime events, set up breakfast bars with quick bites. At receptions, pass hors d’oeuvres and station cocktail bars. And don’t skimp on hydration–infused water dispensers show guests you care.
Remember the Details
The little details make a big difference. Choose linens, glassware, and plates that fit your theme. Scatter vases with floral arrangements throughout the space. Print signage directing guests to different areas. Provide baskets with essentials like charging cords, office supplies, and pain relief items. And don’t forget the music! Create playlists that complement each part of the event, from background music to dancing at the reception.
By starting early, planning purposefully, and attending to details, your corporate event will impress! Use these tips for a polished gathering. If you’re hosting a corporate event, we can help with event solutions and party rentals, including round tables. Reach out to Allied Event Solutions now to learn more.