10 Do’s and Don’ts of Corporate Event Planning Etiquette

By 1 Entertainment Events Ltd | 1 Entertainment on Oct 02 2020

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Corporate Event Planning

The corporate networking events are essential for every business even amid the COVID-19 pandemic. While all event management companies are prioritizing hygiene and sanitization norms at the foremost,

You may be busy finalizing the menu or planning a sassy gala event, but living up to the corporate event etiquette is as crucial as the arrangements inside the conference room, banquet hall décor, seating arrangements, the quality of the food, to name a few.

This quick checklist for corporate event planningdos and don’ts will help you to focus on the details so that your big party bash does not go distorted.

When planning an event for your business, do take care of the following factors:

1. Do Identify Purpose and Objective of the Event

Before doing anything for the event, consider the occasion and intent for which you need to arrange the party. When you approach an event planner, this is the first thing to explain to the management team. It gives them a clear idea of what, when, and how to do.

For instance, if your event is client-centric, it will directly impact the reputation and business of your enterprise. An incredible jamboree at a luxurious venue often proves helpful for the hosts to build strong business relationships and clientele portfolio.

2. Do Start Planning as Early as Possible

Whether it is a product launch event, a conference or a summer retreat for the hardworking employees, there are a lot of things involved in the planning process. Organizing things at the last moment can leave you in utter jeopardy.

Venue bookings, selecting the perfect catering company to serve menu at the event, finalizing the hall decors, hiring the event performers are only some of the planning criteria.

There are so many things that can go overlooked if you are falling short on time. Moreover, you will also need time in the process of booking confirmations, receiving responses from the event management companies, etc.

3. Do Create a List

Remembering everything is impossible. You are bound to miss out on essential details. Get to writing instead. Prepare a list of requisites and tasks. Do not forget to mark the tasks once they are completed. This way, you know what is done and what is still left to be done. Do remember to prepare a list of invitees so that you know the exact accommodation capacity.

4. Do Make a Budget Sheet

No matter the size of your business, everyone operates on a budget. There are possibilities to do things nicely in all budget sizes. Once you have determined the net amount to spend for the entire event, you can breakdown the amount to meet specific costs. You need a budget sheet to keep track of all the details.

It is always good to keep some funds aside. You can use it later to plan some add-ons such as renting a mobile bar, arrange some giveaways, etc.

5. Do Choose a Venue that can Meet All Your Needs

The venue needs to be the perfect one that can do complete justice to the event on all fronts. Every business event has a goal, so does yours. When choosing the corporate event venue, there are so many aspects to consider:

Amenities and Services: When booking a ceremonial hall checkout for the following provisions:

  • Ask them if they provide the catering services as well
  • Do they already have a kitchen where the catering team can prepare the cuisine? If not, do they have a food partner to accomplish the catering job
  • Do they offer seating arrangements, linens, and other items
  • Is there a technological setup and audio visual equipment
  • Do they provide setup and cleaning services
  • Availability of parking services

If amenities and services are not available at the venue, you may need to hire a corporate event managementcompany to take care of these services and maybe even more.

Accommodation Capacity: Depending on the number of attendees, you need to make sure if there is sufficient space to accommodate everyone comfortably at the venue.

Location:The geographical location and transportation facilities to the event hall are decisive factors to take note of when choosing your venue. Determine the distance range of the location from the residences of the majority of the invitees. It is preferable to select the one located at a minimal distance for easy conveyance accessibility.

6. Do Pay Attention to Your Audio Visual Equipment Set-Up

Whether the venue authorities or the event management is arranging your conference room and tech equipment, check everything well in advance so that there are no last moment disruptions.

7. Ask Your Caterers to Serve Small Meals at Regular Intervals

Your event may run for a long time as there may be a series of programmes sequenced one after another. Arrange small recesses for snacks and beverages to satiate the appetite as well.

Avoid these don’ts if you do not want to spoil the big day.

8. Don’t Forget to Hire Corporate Entertainment Performers

Don’t make your event a boring one. Back-to-back speeches, conferences, meetings, presentations, and all that stuff can get too tedious for prospective clients. Include some spectacular live performances and music for relaxation and refreshment.

9. Don’t Plan the Entire Event Alone

There are several processes involved in planning a successful corporate event. A single person cannot take care of everything. Work with an experienced and efficient corporate event managementteam. This way, you will be able to split the tasks and do the preparations properly.

10. Don’t Choose the Event Date on Holidays/Summer Months

During the festive season, everyone gets with too many invitations. Summers are the most favourable time for outstation vacations. If your invitees are on tour or have other commitments, it only means poor attendance at your event. You may also have problems in finding the perfect venue as there may be too many bookings.

Some Parting Words,

Planning the perfect corporate event is all about bestowing the wow factor to everything you do to welcome and treat your guests. Follow these dos and don’ts to create exuberant ambiance, keep the attendees comfortable and entertained, and make your event successful.