Planning for a party is difficult. But when you are planning a corporate event, the pressure and stress doubles. In most cases, these corporate events are attended by esteemed professionals within your specific industry. Therefore, you need to get every detail right or the whole party is ruined. Thankfully, you can find a corporate event specialist who is willing to take on the job and relieve you off the load. But if you want to take on the task of planning the corporate event, here are essential checklist guide to making everything right:
• For a major event, it is important that you start the planning phase about 18 months before the date of the event. This will give you sufficient time to organize the schedule of the attendees (especially if you have VIPs) and to choose the venue and other suppliers that you intend to hire for the event.
• Organize a team that will help you handle the corporate event planning. There should be a person assigned to each department such as inviting guests, choosing a venue, planning the program, food and drinks, etc. Proper assimilation of tasks is crucial in making sure that every detail is given the attention it needs and to make sure they are completed within the projected time frame.
• Discuss the preliminary budget. This is a crucial aspect of corporate event planning that a corporate event specialist would put an emphasis on. You have to know the preliminary budget as it will also have an impact on your choice of venue, the amount of people to invite, and the budget for the food, drinks and other miscellaneous for the event.
• Once you have streamlined a few options for the venue, you should take the time to conduct site visits. This is important so that you can envision the event as it happens at that venue. Will it be able to accommodate the projected number of attendees? Does the venue fit the theme of the event? These are important questions to consider during your site visit, which is why it is important to conduct one.
• About 12 months out, you should be able to finalize a budget for the event. This will allow you to place bookings on your chosen venue and suppliers (such as caterer) at this time. You have to consider the date of the event, too. There are certain times of the year wherein venues and catering services are on-demand so it is important to have booked early on. Check out CONFERENCE FOCUS INTERNATIONAL
• About 4 months into the preparation, you should begin posting ads and send out invites to those in your invited list for the event. You should also finalize the lineup for the speakers, exhibitors and other important people in your guest list to be able to finalize the program as well.
• Within 2 months from the event, you have to finalize the details of the food and beverage to be served at the event. It is also important to contact your invitees and see which of them have confirmed for the event. This will help you determine the amount of guests expected to attend your event.
A corporate event specialist is someone who has the training, knowledge and experience to handle major events like corporate parties or conferences. If you are planning an event in Australia, Conference Focus can help you. You can learn more about their planning services at http://www.conferencefocus.com.au/.