Things You'll Need:
- An established goal, including budget Correct and verified addresses for an invite list Catering needs: menu requirements and pricing Equipment needs: everything from paper and pens to exclusive decor and lighting Staffing needs: both internal and external staff members will be involved Agenda: having a set timeline keeps the event in motion and on schedule
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Step 1
Establishing the purpose of the event is the beginning step of planning any event and a corporate event is no different. All details after this point are established with this decision in mind. Without a mission, planners cannot establish a budget or the invite list, select a hotel at which to host the event, choose food or catering, organize the itinerary or confirm any other needs the event might require.The goal can include fundraising, membership increases, financial reviews, creating awareness through education, or team building and performance improvement.
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Step 2
Think of your invited guests when considering the event's purpose. Look at ages, gender, experience and background as factors in building both the list of guests as well as the overall feel of the event.
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Step 3
The majority of corporate events have an underlying basis in morale improvement and team building, therefore the invite list is important. Not only will company employees be invited but also presenters or speakers. If it's a social or celebratory event, the guest list may include team members' spouses or guests of their own.
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Step 4
Like any good real estate, selecting a hotel for a corporate event relies heavily on location, both internal and external. An event may require a space that is central to the rest of the hotel and that provides privacy, but also one that is convenient and easy for attendees to find within the hotel. However, an event lasting several days such as a seminar or conference would require activities or dining opportunities outside the hotel itself such as restaurants and attractions. The hotel's banquet or conference facilities may vary from small boardrooms to large ballrooms; event planners should be familiar with the specifics included in the pricing quotes. Specifics should include set-up and breakdown of seating and tables or decor, audio/video equipment available, food and beverage needs or minimums, and how the hotel's facilities can best accommodate the group's needs.
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Step 5
When needed, hotels will sell room blocks, or segments of rooms set aside exclusively for the event group and its guests. Accommodations are typically sold at a discounted rate because of the quantity of rooms sold during an event and are usually grouped on the same floor.
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Step 6
Depending on the event's purpose, catering is available through the hotel's food and beverage department. Social events such as parties or celebrations usually utilize action stations or buffets to continue the social aspect of the event. They also feature bars serving both alcoholic and non-alcoholic beverages. Business-based events often start with a continental breakfast, have one or two coffee breaks in the mid-morning, usually break for lunch, then have a mid-afternoon snack break before ending for the evening. Any catering is factored into the facility rental cost.
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Step 7
Used primarily to keep guests aware of the schedule of the event, agendas can list start times, upcoming presentations, break times and other needed information. During more social events, programs are typically used for the same reasons but add a little more information, such as musical performances and food menus.
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Step 8
Additional things to consider when planning a corporate event at a hotel are technology needs such as projectors, microphones and DVD players, as well as office supplies such as pens, pencils, easels and paper or poster board.
