When it comes to planning a corporate event, there is no question that this can be a challenging and stressful endeavor. No matter if you are hosting 50 guests, or 500, the process can be overwhelming; there is so much to think about! From the invitations and the decor, to the venue itself and then the catering, to following up with all of your guests…how can a person find time to breathe? There is certainly a lot to think about, and you may be worrying about your possibility for error. However, with the steps here, and in some cases the help of a professional a party rentals Toronto company, you can plan a seamless event that achieves the business goal it was hosted for. There are no worries here, just fun to be had by all.
Plan Ahead
You can never underestimate the power of planning ahead. As with any type of event, it is important that you take the time to fully plan the details. If you are planning to rent a unique venue, you need to ensure you reserve it as far in advance as you possibly can. There are even some places that will allow you to book up to one year in advance. When you find a venue early, it will ensure you can get the location you really want, as well as lift a huge weight off of your shoulders. After all, the location of the event is one of the most important aspects of any party, and once you figure out this key component, the rest of the planning seems to fall into place.
Determine Your Budget
Of course, nothing can be accomplished without first determining the money allocated for the event. When you are planning any type of corporate event, you need to ensure you stay within the given budget. Also, be sure you plan for unexpected expenses that may pop up, such as tips for caterers, drivers, party planners, and so on. The fact is that any event, no matter the size, will have certain surprise expenses, this is just a part of the process. It helps to be aware of these things, and even planning for larger tips and added expenses than what you actually have to pay may be key to helping you stay within your budget. A quick hint for parties and corporate gatherings is that the venue and the food often end up bearing the brunt of your allocated budget, so take that into account.
Keep Extra Copies
If you have any type of seating chart, list, agreement or contract, you need to ensure that you retain an additional copy just in case they are lost or misplaced. After all, making a copy is quick and simple and saves you quite a bit down the road if you end up losing your plans. Speaking of which, proper organization is key, and you must be in constant communication with everyone involved in the event’s planning and setup. That means keeping in touch with the caterer, the owner of the venue, the party planner (if you have one,) and anyone else who is playing a pivotal role in the fruition of this corporate gathering. Another quick tip that will save you so much aggravation in the end is to keep all of your receipts. Even if it seems that you won’t need to hold on to a particular receipt, you never know. So have an organized binder full of the receipts, documents, agreements, and anything else to have everything all in one tidy place.
Send Out Invitations Ahead of Time
Be sure that you send your invitations out for the event at least three or four weeks prior to the scheduled date. If you are scheduling the event during the holidays, or know that the date you have chosen may be in high demand, you may want to send out a “save the date” a few months prior to the event. Also, ask that guests RSVP so you will know how many people to expect.
When you are planning any type of corporate event, it is essential that you are prepared and plan ahead. With the tips here you can feel confident that you will have the venue you want and ensure the best possible turn-out for the event you are planning. If you do not properly plan, chances are you may go over budget and wind up with a less-than-impressive attendance.
By taking the time to perform these steps, you will be able to have a great event. The golden rule is to remember to treat your guests and those assisting you with the event planning as you would like to be treated. It can be stressful, yes, but with these tips you can bypass much of the aggression and aggravation.
