Plan A Corporate Event Like A Pro

Planning a corporate event can be a daunting task, especially if you are not a professional event planner. But as long as you are organized and follow these steps, even an amateur can pull off creating an unforgettable experience.

Determine A Theme

Whether your corporate event is a team building exercise or a training, choosing a theme is the first step because all of your other choices will stem from this decision. It could be a masquerade ball, a barbecue, museum, or anything that you feel will engage and energize the majority of the attendees.

Determine Your Budget

Your budget should be broken down into several categories:

  • Food and Beverage
  • Lodging
  • Entertainment
  • Venue
  • Travel

Some of these, like travel, may not apply to you, and, depending on your theme and planned activities, you may have other categories, like participation fees or supplies and materials.

Find A Venue

Meeting rooms and convention centers book quickly, especially during the spring and summer when the graduation party and wedding season is in full swing. After determining the ideal date of your event, start contacting venue possibilities like The Cedar Door and get answers to these questions:

  • "Do you have an opening for (your preferred date)?"
  • "What is the maximum capacity your venue can accommodate?" Keep in mind that if a room can hold 250 people but you also need space to set up displays or for team building exercises, this will lower the capacity.
  • "What is the cost and what does that fee include?" Some venues will include seating while others will not. Don't just assume that table and linens are included in the quoted price.
  • "Does the venue have Wi-Fi and adequate capabilities to handle audio-visual needs?"
  • "What does booking your venue require?" Some venues insist that if you rent their banquet space, you have to have your catering done through them as well. This may or may not work for your needs. Ask if you may use an outside vendor for your food and beverage needs.
  • "How much of a deposit do you require to hold the room? What is the payment schedule?"
  • "What is your cancellation policy?"
  • "What is your food and beverage fee?" Clarify if an automatic gratuity fee will be added.
  • "Is there sufficient guest parking available?"
  • "Are decorations allowed?" Many venues don't allow guests to bring in their own decor.

Finalize Your Menu

Whether you are having the venue provide the food or you are hiring an outside caterer, figure out what the menu will be. Remember to consider any dietary restrictions as you plan.

Once you have determined these four things, all that is left to do is gather your decorations and supplies, send out the invitations, and create a master to-do list for flawlessly executing the event on the big day. 


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