So what if you are not very experienced with corporate event planning? This does not mean that your event planning career is doomed. There’s always room for improvement, and it is never too late to learn something new.
Now, it is that time of the year again, when every company is organizing their traditional corporate parties to celebrate this year’s accomplishments. Because we know that there are event planners who are struggling with getting everything right, we decided to write this article to talk about corporate event planning for beginners.
Corporate event planning and the 5 Ws
The 5 Ws are essential when it comes to event planning, and we are going to tell you what each one of them means:
- Why– This is pretty straightforward. Why is the corporate event organized? This is not so hard to define, but it is definitely important. Why? Because thanks to an objective, you will be able to follow a direction that will contribute to the success of the event. The answer to this question is going to determine all your future actions, so it is important to figure this out before doing anything else.
- What– Now that you have the “why” out of the way, it is time to move on to the actionable stuff. This is one of the most important things you have to figure out: What exactly you are going to do for the corporate event. If it is a Christmas party, the theme can be Christmas-related. If it is a party for the 4th of July, then an American theme will work very well. The examples can go on. If you want to bring an individual guest, artist, performer, entertainer or speaker, now is the time to create the list. Also, this is when you should think about the activities that you want to take place.
- When– Before you choose the date and the time for the corporate event, make sure that the management team and the people with the highest authority can attend. It is not recommended to set a date when they will not be able to come. Also, check with all of the employees to make sure that most of them will be able to attend the party as well. Keep in mind that you will not be able to accommodate everyone’s schedule, but you should set the date when it will be convenient for most people.
- Where– The venue for the event will be determined by the number of people who will attend. Also, the activities you plan to organize will play an important part as well. If you need a stage for an entertainer, for example, then the office probably won’t be the best option to begin with. So if you need a larger venue, make sure that you find one that has a parking lot, and that is close to the subway or the bus station.
- Who– Aside from the people who work at the company, who else are you going to invite? You can talk to a few sponsors to see whether they’ll be willing to be involved in your event or ask some partners. Maybe there are some special guests who do not work at the company, but would be nice to attend the party.
Corporate event planning should be about having fun
As a beginner, you may sometimes feel stressed out. However, there’s no need to worry if you pay attention to the details, specifically the 5 Ws. Also, one last thing: Keep in mind that, in corporate event planning, you need also to maintain the budget in mind.