Your Guide on how to Plan a Formal Corporate Event

by Hafla

Planning a corporate event is not exactly a walk in the park. But if you are hooked up with the requisite organizational steps and executional tips, planning one can be seamless and swift. Hafla helps you with identifying, ideating, planning, and executing a successful corporate event by standing with you every step of the way. Read on.

Categorizing the event

Identify and categorize the event before you start planning for it. Knowing exactly what you are making arrangements for streamlines your requirements. Your prep for hosting a conference or a seminar will be different from what you will need for a trade show, product launch, or networking event.

Setting goals

Put your finger on the objective of the event. What you intend to achieve from the event becomes very important while setting it up because this is when you can custom-tailor it to fit your requirements. You could be looking to boost business and sales, improve your team’s performance and efficiency or achieve an HR objective – the focus of any event is on its attendees and needs to be addressed according to their needs.

Drawing up a budget

Having a clear idea of your financial resources for the event will help you stay within a budget. Once you know how much you have, it becomes easier to allocate the amount over various expenses to avoid overspending. An efficient way to approach a budget is by making a rough estimate of larger expenses like venue and catering and distributing the rest as required over other overheads.

Identifying the guest list

When it comes to planning a successful corporate event, knowing your target audience simplifies matters. Being familiar with your demographic helps in making arrangements in terms of setup, guest speakers, entertainment options, goodie bags, and event catering. Promoting the event will also be easier once you know who you are focusing on. 

Choosing a theme

A well-chosen theme adds to the event in different ways. Themes are not just about aesthetics and matching décor and backdrops. Themes can reflect the goals and objectives of your event, help in promotion by creating the required buzz around the event and even facilitate communication and interaction with attendees when they are woven into the itinerary and planned activities.

Deciding on a venue

Venue selection can make or break an event. A venue must be chosen according to convenience and appeal both. Other factors to consider are the number of invitees in relation to the space available to you and also the seating capacity of your venue. This must not be overlooked, especially because of the new social distancing guidelines. Let a venue selection expert at Hafla help you zero in on the right location to host your event.

Arranging logistics

Arranging logistics for the event includes everything from accommodation, transport, and storage to planning and management of external vendors, registration desks, catering, tenting, and coordinating speakers, sound systems, and back-ups of supplies. Planning, supervising, and controlling people and material for an event is not a small feat and is best-taken care of by professionals. Let Hafla give you a hand.

Other than the basic factors mentioned above, planning a corporate event also requires an effective virtual marketing plan and optimum use of available technology. These come into play especially in times like today when virtual and hybrid events are the way forward. Hafla’s event management experts will be happy to assist!

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