Events are a key part of the corporate world, and it’s common for businesses to go above and beyond to wow their guests with a get-together they’ll never forget. Here at Blooming Haus, we’ve noticed that brands are putting an increasing focus on setting the atmosphere with show-stopping flowers for corporate events. In the past, we have created stunning floral arrangements for brands including Bulgari, Tatler and The Ivy Club.
However, when it comes to planning a corporate event, the decor is just the beginning. If you want to host a professional, yet engaging function that helps you stand out from your competitors, you need to start preparing well in advance. Follow these top tips next time your business is organising an event.
Set a budget
Having a fixed amount of money you can spend before you begin organising will make it easier for you to estimate how much you will be able to dedicate to each aspect of the event, such as the venue, catering and entertainment. This figure is also important when it comes to negotiating. Looking at the expenses from past events can help you establish a baseline, and give you a rough estimate of how much suppliers are likely to charge. However, it’s highly likely that there’ll be some unexpected overspending, so try to factor this eventuality into your final budget.
Confirm the objective
The best corporate events have a clear purpose, which could be anything from launching a new product to simply building brand awareness. Once this has been defined, you can use it to guide the rest of the preparations. For example, your objective will determine who your guests are and their expectations. Use these insights to make certain that every stage of the corporate event planning process caters to the needs of everyone attending.
Choose a venue
The venue will have a huge impact on the tone of your corporate event, so make sure you choose a location which is in line with your objective. Only the swankiest venue will do if you want to evoke authority and sophistication, but the same space could be too overwhelming for a more personal event. Narrow down your search by considering your budget and the number of guests, as well as things like accessibility, availability and logistical concerns. Once you have a shortlist, make sure the venues fit the bill by arranging site visits and dispatching written requests for proposals (RFPs).
The staff at your venue of choice may offer catering and decorations, or be able to recommend local businesses to provide these elements. However, you could think outside the box and find your own vendors. For example, booking event flowers will instantly help you create a spectacular aesthetic, and can even emphasise your brand values and connect with the guests. Meanwhile, choosing buffet-style catering is perfect for encouraging attendees to mingle and network, and you might even want to organise some live music or another form of entertainment to keep everyone upbeat and enthusiastic during downtime.
Consider your guest list before booking any speakers, as expectations and needs will vary between different demographics. Do your research and look for featured guests who have proven popular at similar events. However, don’t rely on speakers alone, and try to be creative with alternative forms of entertainment too. Fostering engagement is key, and there’s a potential for boring your audience with never-ending speeches. Discussions and Q&As will help hold attention and keep attendees involved, while you could also utilise technology to create things live polls, or share video content.
Aim to create buzz while planning your corporate event by employing an effective marketing strategy in advance. This allows you to establish a connection with your guests early, so you can communicate key information and build excitement. Setting up a website and posting regular blogs to details about the event is a good starting point. Using social media and email can also help build anticipation, while traditional techniques like posters and badges can also drum up interest. Strong marketing will be key to a successful event so ensure you dedicate a hefty portion of your budget to this.
Create a timetable
Put together a timetable to reduce the possibility of anything going wrong in the lead-up to the event. This should also make it clear which tasks have been assigned to which team members, and outline all of the deadlines which will need to be strictly adhered to. However, make sure you leave room in the agenda to resolve any last-minute problems.
When it’s nearly time for your corporate event to begin, make sure that all the details are finalised and you’re ready to go. Confirm arrival times with your venue and vendors, test all technical equipment, and check in with any staff you’ve hired to work at the event. As for the big night itself, it’s imperative that everybody in your team has an identical schedule, and that you’ve signed off on all speeches, so there are no nasty surprises once people take to the stage.