8 tips for organizing a corporate event as a beginner

You have volunteered to organize a corporate event in your company. The problem is that you are Jon Snow in event planning; you know nothing.

Now what?

The clock is ticking and you do not have time for a planning course. That's why you're here: To get a course on how to hold your first event.

Read on to find out how to:

• Defines the goal of the event
• Breaks everything down into manageable tasks
• Makes a realistic budget
• Selects an appropriate date
• Makes a timeline
• Gathering a team
• Finds a place
• Promotes the event

1. Start with the end

If it sounds like reverse engineering, it's because it is.

When you sit down to arrange an event, it is easy to get caught up in the immediate details. But all projects need a vision and a macro plan before you dive into the details.

Think about what you want your colleagues and bosses to get out of the event. Is it networking? Education? Fun? All three?

What exactly are you holding?

Is it a...

• Conference or seminar
• Exhibition
• Formator
• Christmas party
• Team-building event
• Product launch

It is also important to accommodate your target audience. Your guests' expectations depend on the industry and grade. Start with the ending and let it determine the battle plan.

2. Make a list of the components

Once you have a general idea of what the event should be like, it's time to segment your plan. Find out every component needed to make it a success.

Depending on the event, you must have the following:

• Local / venue
• Decoration
• Food and drinks
• Entertainment
• Marketing collateral
• Transport
• Sleepover
• Ticketing

Remember that it does not matter how big a given project first looks. The only thing that matters is that you can break it down into small and manageable components.

When organizing a corporate event, divide tasks into components.

Break down each task when planning an event.

Open Google Docs and Sheets and segment your plan into individual tasks. Then prioritize them according to urgency.

3.Set a budget

You may not be able to set your own budget for the event. In fact, event planners rarely have unlimited funds to work with.

It is fine. You can cope with what you have. It is even possible to organize an event without any budget if it comes to it.

Rule # 1 for setting a budget : Be realistic and leave 10% in reserves.

Once you know how much you have to work with, it's time to research prices. Compare the costs of different venues, catering companies, printing companies and everything else you need for the event.

The sooner you can order any of them, the more likely you are to get a good price. Otherwise, just negotiate as best you can.

4. Select a date

If you are able to choose the date, now is a good time to do so. If the event is seasonal, like a Christmas party, your options may be limited. The specified date may be affected by these factors:

• Who you want to attend (and where country time notice they need)
• How long does it take to get everything ready (see no. 5)
• When you launch the product or service
• When the room is available (see no. 6)
• Make the date tentative. You will probably need to adjust it a bit when you come to find the right place.
• Choose an appropriate date when organizing a corporate event.
• Choose an appropriate date and create a realistic timeline.

5. Make a timeline

Each plan has a timeline and you will also benefit from making one. It does not have to be much more than a series of deadlines to meet for everything to happen on time.

Rule # 1 for creating timelines: Always make room for unexpected delays.

It's good to be optimistic. But when organizing a corporate event, it is better to be realistic.

Here are some of the unexpected delays you need to take into account:

• The place can be double booked
• The decoration may be sold out
• Catering may be late
• Printers can spell your company name incorrectly
• Transportation can collapse
• It is unlikely that all of these things will happen, but even one or two of them can put an end to your event.
• Delays will occur when organizing a corporate event.
• Be sure to take into account delays along the way.
• It's good to apply a bit of Murphy's Law when making your timeline.

6. Assemble your team

You may need more than one set of hands to make your event a success. Although it is a minor event, having a team to work with helps.

If your budget does not allow it, then see if you can use some good old persuasion to get your colleagues on board. They may even be happy to be a part of the organization.

7. Find a place

You need a place where your guests can gather, no matter what event you are organizing. Local hunting can be stressful and can easily eat out of your budget.

When evaluating different locations, you should consider the following questions:

• How long does a waiting list have?
• Is it large enough to fit the number of participants?
• Does the room have A / V equipment, or do you have to bring your own?
• Is there adequate telephone coverage and WiFi?
• How much do you have to pay in deposit?
• What is the cancellation and refund policy?

As mentioned, it is a good idea to reserve the room as early as possible, to get the best possible price.

8. Promote this event

This part also depends on the event you are organizing. It can be as little as sending an email to your colleagues. Or as much as a full marketing campaign.

If you are hosting a larger event, you should also consider the following:

• Social media posts and commercials
• Flyers and posters
• Blog posts
• Event listing websites
• Search engine optimization (SEO)
• Direct mail invitations

Courtesy: Corporate event planner in Lahore.