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May 14
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Corporate Event Planning Made Simple

Planning a corporate event takes time and maybe months of planning. Waiting until the last minute is not a good idea when it comes to large corporate events and making the event happen as stress-free and as smoothly as possible.


  1. Nail down your goals for the event.

Six months ahead, you should be beginning the planning stage. Budgets should be set, goals discussed and the schedule as well as brand presentation discussed.

The venue should be confirmed and a guest list discussed. If booking speakers or emcees, now is the time to contact them. Confirm the guest list and send out Save-the-date announcements.

Think about whether you want to have personalized gifts, special welcomes and anything else that will make the event memorable for attendees. Branded gifts are also enjoyed by those who attend and make attendees feel valued. Will there be photo booths or games or samples passed out? Do you want entertainment and, if so, what kind is appropriate for your event?


  1. Get final approvals from corporate.

At about three to six months ahead of the event, make sure that corporate is on board with the budget, etc. Now is the time to book vendors, such as caterers, floral designers, musicians, keynote speakers, security and more.

  1. Walk through the venue to be sure not to miss anything.

About two months before the event, you should tour the venue to be sure of its size, location, and other information.


  1. Make sure your invitations are sent out.

You will need to contact press or the media. Whether your event is employee-based, community-based or customer-based, you will want to be sure that everyone knows about the event as well as its schedule, speakers and activities. Your event might be for team building, providing family fun for the community or raising money for a charitable cause. People will need to know about the whys and whens of the exciting event, and press, flyers and social media may be used.


  1. On the day of the event be prepared.

Carry with you a list of events, schedules and contacts. Be ready to troubleshoot if needed. Have seating charts and any information ready to access. You can enjoy the event while making sure it runs smoothly.


After the event, send thank-you notes to special people and follow up on what improvements could be made in planning future events. Make a note of which vendors should be used for planning in the future.

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