Corporate Event Rental Supplier | Affair Tent & Event Rentals
Searching for Corporate Event Planning tips in Toronto, or elsewhere in Ontario? Look no further. Welcome to our Event Planning Handbook!
Corporate Event Planning Made Easy
This Corporate Event Planning tip sheet is intended to provide some helpful tips and how-to info for anyone looking for help putting together a corporate event of any size, indoor or outdoor.
If you would prefer to have live assistance, please contact us and one of our professional, courteous and highly experienced event consultants will assist you in putting all of the pieces together.
Tips To Get Started
So you are planning a Corporate Event and want to ensure the event is successful? Some of the key items to keep in mind are as follows:
- Do your research!
What kind of events are your competitors doing? You want to ensure your event hits the right professional note, without seeming like a copy of someone else’s work. Keeping the same level of polished professionalism, but with a new, memorable take on the subject matter (e.g. company anniversary, new product launch, client appreciation event, etc.) is key to driving in new business and reinforcing existing relationships.
A detailed web search is also a great way to find inspirational looks to get a handle on the direction you want to take (Google Images and Pinterest in particular).
Note: It’s OK not to have a theme for an event.
- Define the goals and scope of the event
Planning a standard Corporate Event is generally straightforward and shouldn’t present too many challenges. Scope and scale of corporate events of course varies widely, but the key elements remain generally the same.
Keep your event goals in mind while selecting the various elements (i.e. food, location, décor, entertainment, key note speaker, etc.) to ensure that all of the pieces fit together to support the overall tone/theme/message.
If planning a large scale and/or high profile corporate event, it might be a prudent choice to bring in a professional marketing company that has experience planning and executing similar strategic events.
Reminder: It is essential to ensure that your event reflects well on your business and is consistent with your corporate identity. Not sure where to start? Contact us and we’ll be happy to assist.
- Select Your Venue Type - Indoor vs. Outdoor?
The very first major decision that should be considered when planning an event is the choice of venue type. This choice will inform all other aspects of the planning process. Corporate headquarters, art galleries, museums and other indoor venues are not for everyone, with more and more clients opting to build a temporary structure, with options unique to the goals and theme of their event.
Venues are varied, as are tent styles. Find a venue and/or tent company that matches with your personal tastes and price out your preferred interior finishes (i.e. flooring system, lighting, chair rental, dishware, glassware, décor elements, etc.)
Not sure where to start? Contact us and we’ll be happy to assist.
- Choose Your Menu/Shop for a Caterer
Selecting the right type of food is essential to a great event. It’s the most remembered part of any social gathering, more than the entertainment, décor, etc.
Good food = good memories for all in attendance. As the old Irish proverb goes, “Laughter is brightest where food is best.”
Not sure where to start? Contact us and we’ll be happy to provide recommendations for caterers in your area.
- Shop for your Entertainment
Motivational speaker? Band or D.J? String quartet or harpist? Choose what best fits your theme and tastes. Remember to ask for a demo tape or video clip of them in action at another event!
Note: Non-traditional entertainment for corporate events (i.e. obstacle courses for corporate team-building events, etc.) is a great way to ensure the event is a memorable one.
- Determine Your Overall Event Budget
Now that you have shopped around to see how much the elements of your corporate event will actually cost, total it all up and determine what the overall budget looks like it will need to be, based on your estimated guest count.
You may find you can spend less than you imagined, or that you will have to spend more than you have. If the latter, reducing guest count is the simplest option. Adjusting the theme and goals of your event and choosing less expensive decorative elements is also an option, but will require that you go through the shopping process again to refine the quotes you’ve already collected.
Final Corporate Event Planning Tips
- Social Media is your friend
Unlike weddings, where inviting guests and tracking rsvp’s is still generally done via formal written invitation, sending out invitations and keeping track of your guest list for corporate events with the aid of social media (Facebook, Twitter, Evite, etc.) can be a huge help.
Note: If hosting a large event, particularly with business travellers and credentials in play, it is generally recommended to utilize event registration software at a minimum, or engage the services of a company that specializes in event registration.
- Make Sure Everyone Gets Home Safely
If alcohol is being served, ensure that you have qualified staff serving the drinks and have transportation options available for anyone who may have had a few cocktails. Better safe than sorry! Liability concerns in general should be considered in all aspects of the event proceedings. Cabs are a quick and convenient option just about everywhere.