When planning a work event, it is important to make sure that everything goes according to plan from the start. From the catering to the venue itself, a lot of pre-planning is required. Whether you are planning an investor conference, a team-building weekend or a product launch, here are some essential tips for creating the perfect work function.
1. Know your audience
The first thing to understand is what kind of event you are planning. Is it a simple employee getaway or a more formal investor conference? This is important in understanding what your audience will be and thus how you are going to plan the event with them in mind.
For example if it is a training seminar, you will need to provide things like pens and notebooks to attendees. If it is a high-level executive meeting, then the level of service provided needs to be a notch higher than normal.
2. Plan your budget
What kind of budget do you have to work with? This is very important because it determines how big and detailed an event you can plan. You need to know whether you are working within budget limits defined by the company or whether you are free to set the appropriate budget.
When budgeting, remember to include a contingency fund. No matter how well you plan, one or two unexpected things might crop up and you want to be ready for them.
3. Get the right venue
These days, getting a venue for corporate functions is easy. Everyone from hotels to museums are offering spaces for a variety of business events. The key things when choosing a venue are size, location and budget.
First, how many attendees do you expect? You can hire a conference room for a handful of executives or a large ballroom for a company-wide meeting. Secondly, where is everyone coming from? Try to find a location that is easy to reach, has few distractions and where there is adequate parking. Lastly, what kind of venue does your budget allow? A simple community hall or a grand conference centre?
4. Get the scheduling right
The success of most corporate events depends on a rigorous schedule that is strictly adhered to. Have the schedule for your event ready ahead of time. This means knowing whom the speakers are going to be, what amount of time each of them has to speak and in what order they are going to speak.
You also need to include time for other activities such as breaks. Make sure to confirm the schedule with the company a day or two before the event is held. Like with budgeting, it is important to include time for any contingency. People may arrive late or a session may take longer than expected.
If your event is in Auckland and requires corporate catering, an excellent recommendation is Let’s Eat Catering. Let’s Eat Catering focuses on corporate catering throughout the Auckland area. Known for their affordable catering in Auckland, Let’s Eat provides a range of catering services including multi-course catering and finger food catering.
To make a booking for your next corporate event visit their website at www.letseat.co.nz.