Tips for organizing a successful corporate event

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Organising a corporate event is often a major challenge for a small or medium-sized business. There are so many decisions to make that it can seem like an overwhelming experience: from the size and location of the venue, the date of the event, to the small details that are often easy to overlook: the number of chairs, the type of setup, managing parking and access, etc.

If the responsibility of planning a corporate event has fallen on your shoulders, do not despair. Organizing a successful event depends on only three key aspects:

Choosing the most suitable location, choosing the right partners and planning.

1- Choose the right space for your corporate event
We usually start with an available budget and an estimate of the number of people we want to attend. But there are many more variables to take into account when choosing the right venue. Let's look at some things to consider, as well as some important tips:

1.1 The style
The first filter in a search for a space for your corporate event is to think about the feel or vibe you want it to have. Are you looking for a venue that resonates as “corporate,” “exclusive,” or “formal,” or do you prefer somewhere relaxed and low-key? Depending on your event goals, don’t be afraid to go above and beyond. Hotels are a popular and widely available option, but they often lack the personality or intimacy that can make your event a success .

1.2 Proximity
The second factor to consider is location – specifically, its proximity to places of importance. But what are places of importance? The answer is different for every group and event . For example, if you’re going to have several people traveling from another location, you might want a location that’s accessible and has good transportation links. However, if you’re planning an evening event , a space close to accommodations might be better. Depending on your event goals , you might choose to look for a more secluded space away from distractions, etc.

1.3 Visit the space in person before booking
Do you think you have found the perfect place for your event ? Before booking, take a tour of the facilities they offer so you can resolve any questions you may have, meet the person or people who will help you plan and carry out in person the same movements and routes that the guests will take.

2- Choose the right suppliers
Remember that each event and each space has a different range of services. Befor finland mobile phone number list e making any decisions, make sure you know what you should include and what you won't need.

What services do you need? Audio-visual systems, catering , etc.? What does the space offer? Do you have exclusive deals with suppliers?

Keep in mind that venues that offer packages with multiple services included are fine for simple, low-budget events , but these packages often run counter to customization and require adjustments to fit. If this is the case, make sure you are aware of the limitations of customization and the cost of deviating from the standard package.

3- Plan, plan and plan
Imagine your event minute by minute . Make a point-by-point list of what you want to happen and at what time you want it to happen. At the same time, make a list of all the resources you will need to make it happen as you imagined: necessary auxiliary staff, furniture, catering, drinks, signage, personalization, documentation, etc.

Don't take anything for granted or included, the details can make or break the event .

The team of event planning professionals at PGR Marketing & Tecnología has the experience and knowledge to help you organize your next event: from the conceptualization of the event and the establishment of the budget and objectives, to the production and control of its entire development, including the stage of attracting qualified attendees, selecting and contracting the necessary services and the subsequent monitoring of the event.