Planning a corporate event is a huge job, and there are lots of elements to consider. We want to make things easier for you by sharing our ultimate checklist for corporate event planning. Read below for a helpful guide to everything to keep in mind to create the best event for your company. (You can thank us later!)
Before you even begin planning, outline what your main goal is for the event. This will impact every decision you make throughout the rest of the process, and goes a long way in helping you to create a unified event. If you find yourself unsure of any decision in the planning process, ask yourself if it’s in line with your event’s goal.
Event planning can get expensive, so we suggest creating a carefully outlined budget to track your New York City corporate event expenses. Allocate specific amounts to things like venue, food and entertainment, and monitor your expenses throughout the planning process. Budgeting can easily be done with software like Excel or Quickbooks, and shared with your event planning team.
Depending on the type of event you’re hosting, a theme is a great way to tie together the event. Holiday parties lend themselves naturally to fun themes, but even sales meetings and educational conferences can benefit from a more professional theme. This too will help guide you in making decisions while event planning.
There’s lots to consider when picking the perfect venue. From seating capacity to accessibility to extra amenities, it’s important to speak to venue staff to find out what services they can provide. We also recommend using a venue mapping software like Social Tables to visualize your event while you plan.
All that networking works up an appetite, so be sure to provide refreshments for your guests. Food might tie into your event’s overall theme, and can range from light appetizers to a full sit-down service. Remember to account for a range of dietary needs, and provide both alcoholic and non-alcoholic beverage options. You may want to meet with several catering companies to help you dream up trendy corporate party food options before settling on the one that’s right for your event.
A good corporate event has an activity element, whether that’s professional speakers, workshops or live music. Allow for structured entertainment in addition to networking time. Don’t forget that in addition to booking guests, you’ll need to consider equipment needs like microphones, video screens, or anything else they might require.
It takes a village to plan an event, figuratively speaking. You’ll want to have a good planning team that you can delegate tasks to, and who are good communicators. You will also want to carefully choose your support staff at the event – this might include caterers, serving staff, security and more. (This can go hand-in-hand with choosing your venue, as support staff can often be included in the booking.)
We suggest creating a detailed itinerary of the day of the event, because so many factors can catch you by surprise and you’ll want to be prepared. This means creating a timeline before the event (for set-up and load-in), during the event (for meal service and entertainment), and after the event (for clean-up and reconciling payments). Stick to the itinerary as much as possible, but also be prepared to go with the flow!
This list will keep you focused and organized when planning your corporate event. If you’d like to chat with a professional about hosting your corporate event in New York City, contact the staff at Tribeca Rooftop NYC for more tips.