Each corporate event requires proper organization and logistics. You have to remember about choosing the venue, menu, attractions and many other elements that will make the event a success. How to organize a business event step by step? Check!
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Make a to-do list
At the beginning of planning, it is a good idea to write down a checklist of tasks that must be completed before a corporate event. Thanks to this, you will master the chaos associated with such a great event. If you hire event company - it will help you with every element, but if you organize on your own, remember to take care of each case successively. It is very helpful in this type of event to use the project management application.
Technologically advanced tools will improve and simplify the implementation of dozens or even hundreds of small tasks that are waiting for you. A business event is a big event in your company, so we suggest you create a spreadsheet with separate tabs for each category: venue, day plan, event schedule, speakers, travel. Such a schedule of the event will help you organize it on the 100%.
Take care of attractions for a business event
Do you want your event to be remembered by participants for many years? Take care of the appropriate attractions that will diversify the business event. We propose the use of modern technologies that allow the participants of the event to be transferred to a completely different world. Modern technology gives spectacular results in both content preparation and dissemination.
The options are endless, so they can be tailored to suit any event. Use online classes, 3D movies, videoconferences, interactive applications, a fog screen, or a seamless wall with an interactive mirror system, and you will surely surprise your employees.
A place for a business event
Before you start looking for a place for a business event, you need to think about the nature of the event. Do you want to rent hotel for a business trip for the weekend and conduct integration workshops in the mountains? Or are you looking for a facility for one day only? What amenities must the premises have? Conference room, accommodation, own catering facilities. Check in what location the place is located.
Are you looking for a facility in the city center so that everyone has easy access, or maybe a facility away from the hustle and bustle, in an atmospheric place? In the second case, we suggest the Korona Karkonoszy Manor, which is perfect for any business event. Additionally, it offers experts who will help organize interesting integration attractions for your colleagues.
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How to choose the right date?
Choosing a date is not that easy. There are several points to consider. First of all, avoid holidays, holiday periods - because then your employees may have holidays planned. Also find out if there are no other important corporate events taking place at any given time. Conduct an employee survey to see which dates work best for them. Remember that a company event should not interfere with their professional duties and family matters.
The situation becomes more difficult when you want to invite business partners to a party. Make sure that the planned event does not fall on a holiday or important industry events. If you can, ask partners for availability and preferred dates. Are you wondering when to send invitations to an event? The rules are simple: the sooner the better. Thanks to this, guests will save your event in the calendar and find time for you.
Budget for a business event
When organizing a business event, think about the budget you can spend on a corporate event. Plan your expenses specifically to know if there is enough money, e.g. for additional attractions for participants. Remember to save 10 percent. from the entire amount you intend to spend on a corporate event. This way, you will save yourself unnecessary nerves when unexpected expenses arise.
Plan each expense wisely: if the purpose of a corporate event is training and workshops, spend more money on trainers and their speeches, and less on fancy decorations that you can make yourself, for example. Take care of the lighting, and rent professional sound and stage equipment. In addition, do not save on food and drinks. Take into account the special dietary restrictions of your guests. Include both meat dishes and their vegetarian counterparts in your menu.
Why organize a business event?
Any form of corporate event: conference, company banquet, company anniversary, award ceremony or product presentation is an effective tool for communication and promotion of your company among employees, contractors, customers and even competitors. It builds the image of your company and brand awareness. The proposed events allow you to establish and maintain valuable relationships, both outside and inside the company. By organizing a business event, you can stand out from the competition. Think about what goal you want to achieve. Thanks to this, it is easier to match the type of event to the expectations of the target group.
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Organizing a corporate event can also be a form of integration itself. You don't have to do everything yourself. It is worth delegating tasks to colleagues and working together on a company event. The satisfaction with success will be even greater! You can also hire a special event agencyif your budget allows. It will then relieve you from the excess of duties, especially during the event itself, where you will be able to have fun and rest, and not stress about every element of the event.
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