Planning a successful corporate event requires a significant amount of time and effort from a variety of parties involved. Scheduling vendors, preparing materials, setting up and taking down are all large components of bringing an event together. While some events can come together in a few weeks, the optimal event planning period for corporate events is 92 days. Timing is a key factor to ensuring you can bring everything together exactly how you envision it. Here are six things to consider for the timeline to plan an event:
Availability of Space and Equipment for Your Corporate Event Date
First things first, you need somewhere to host your event. While most companies can host on site, occasionally, you will need to secure a venue. You’ll want to make sure to do this with ample time for the best chance at getting your preferred date. This is especially important for popular event months including September and October for the Southeastern states. If you need to rent additional equipment such as tables, chairs, and tents, make sure to reserve them as soon as possible to guarantee availability.
Communicate with Your Attendees
People have busy schedules, especially during the school year and around holidays. Planning your event months in advance gives you plenty of time to spread the word to your employees and allows them to plan accordingly. Corporate events are an investment in your team, and the goal is to have the highest attendance possible. Proper notice typically leads to better attendance.
Budget Consideration for Corporate Events
Each company has a unique process to approaching budget and spending for employee appreciation and engagement purposes. Often times, budgets go through several people and teams before getting approval. If you’re planning a corporate event with a professional event planner like RH Events & Catering, it can take time to sort through all of the options and land on the best event that fits your budget. Leave yourself enough time for careful consideration so you get the most out of your investment.
Consideration for the Corporate Event Planner or Event Planning Committee
If you are working with an event planning committee or a professional corporate event planner, you’ll need to provide the space for communication. Day-to-day activities differ for everyone, and the more people involved in the planning process, the longer it takes to make decisions.
Logistics Planning and Staffing Your Corporate Event
Great corporate events require logistical expertise to produce. RH Events & Catering is highly experienced in navigating the logistics of large gatherings and company picnics. Detailed plans are required to bring everything together. The larger the event, the more planning is involved. You’ll need plenty of experienced staff to run your event smoothly without any hiccups. Working with a corporate event partner ensures you’ll have the best people in place.
Corporate Event Supplies, Prizes and Consumables
Dozens of pieces are needed on corporate events to be fun, comfortable and impactful. Partnering with a corporate catering expert ensures you’ll have plenty of food and that it will be served at the highest quality. RH Events & Catering specializes in catering for large corporate events. When it comes to ordering prizes and additional supplies, there is always a chance you will run into shipping delays or have to wait for a re-stock. Don’t let last minute planning stop you from having what you want or need.
Plan Your Corporate Event with Experts
All the moving pieces and parts to planning an event may require more than the optimal planning period of 92 days if you’re doing it alone or with a team that has another job to do. That’s where RH Events & Catering can help you! Our team is highly skilled in planning and delivering events within that time frame, and often, much sooner. We are connected with vendors throughout the U.S. and our event staff is unmatched. Click here to get started on your next event and get your quote.
