Corporate Event Planning 101: The Basics

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Figuring out the first step in the corporate event planning process can be the hardest part. Here is a list of basic considerations to ponder:

  • The excitement for your event starts with your first touch-point, usually your invitation. DO NOT RUSH TO GET THIS OUT! It is better to move the event date than to rush an invitation. This is your invitee’s first impression. Make it memorable!
  • An event doesn’t start at the front door, each touch point leading up to the event is very important. Consider your RSVP system. Do you want to use one of the saavy online systems? Or do you want a more personalized call in or email service?
  • When designing an event, walk through it in your mind as the attendee; envision what they will experience every step of the way. Ask yourself: Is that the impression I want to make?
  • How will your attendee’s arrive? Where will they park? The option of valet might require special permitting depending on location. If your event is in an obscure location a better option may be luxury coaches. This will allow attendees to drive to a familiar meeting point (no potential for frustration by getting lost), and a chance to interact on the way to and from the event.
  • Event agendas can get tricky. For all-day meetings or conferences, make sure there is enough break time for attendee’s to re-focus. Studies show that most people need time to re-charge after 60 – 90 minutes.
  • Internet accessibility is something to consider. However, if you have spent time and money to take employees off-site, Internet access may be a distraction.

These are only a few of many considerations when planning a corporate event. The key to a successful event is to pay attention to details.

Invites At First Sight

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At first sightThe excitement for your event starts with your first touch-point – your invitation. Don’t rush! It is better to move the event date than to rush your invitations.

Let’s say this is the first time your company is putting together a big event. You have set the date, are entrenched in the details, and it is time to consider your invitations. Do you buy a template and print in-house? Invest in a graphic designer? Do you hire a printing company who has graphic design capabilities?

Think about your invitees – how many invitations do they regularly receive? What do those invitations look like? Are they physical or electronic? How are you going to make your invitation stand out? How are you going to give them a reason to attend your event? Will your invitation make it past the receptionist’s desk? A standout, creative, well-planned invitation can be a key element to ensuring attendance.

At First SightIf you do not believe your invitations will stand out, neither will your guests. Take the time to step back, re-create, brainstorm, or re-design your invitation. Every touch point leading up to an event is critical to the guest experience. Although the event world is a lot of behind the scenes work, you need to be highly sensitive to the elements that do reach your invitees. At first sight, guests should feel that excitement in anticipating your big event.