How to organise your Corporate Event

There’s lots to consider when arranging a corporate event. It might be a trade show, a conference, a product launch or a team building weekend. Either way there’s a lot to organise so here are some of the points I like to work through.

1. Type of event and company. As a VA if you are taking on the organisation of an event for a company it’s really important that you understand their company ethos and culture. Some companies may have a very serious and business like feel whereas others may have a much more fun vibe. The type of event is also important, it might be a serious company, but if they are holding a team building event, then they will want a different feel to if they were meeting for their AGM.

2. Set a budget: Determine the budget available for the event. Consider all potential expenses, including venue, catering, audiovisual equipment, decorations, marketing materials, entertainment, goodie bags, and even cancellation costs. Does the event need a sponsor?

3. Establish a timeline: For a larger event it can be helpful to create a timeline that outlines all the necessary tasks and deadlines leading up to the event. This includes booking the venue, arranging catering, sending invitations, organizing speakers or sponsors, printing of materials, paying deposits, and more.

4. Choosing a venue: Select a venue that aligns with the event's objectives, theme, and expected number of attendees. Think about location, capacity, amenities, parking, local transport links, accessibility, and cost. Do the attendees require accommodation or catering? Book well in advance.

5. Speakers & presenters: Communicate with speakers, presenters, or sponsors to confirm their participation, coordinate their presentation, and ensure they have any necessary tech equipment or support. Provide them with a clear timeline for the event and details of the venue and available support on the day.

6. Event Materials: Create event materials such as name tags, programs, agendas, signage, and branded materials. Ensure all materials are branded, printed, and ready for distribution on the event day.

7. At the Event: On the event day, have a designated person or team to manage on-site issues and any problems that pop up. There may be a need for welcoming attendees and a registration process, as well as ensuring that the speakers or presenters have all that they need in advance of their presentation.

8. Follow up: One that is often forgotten about, or many companies just don’t have time to do. Send post-event communications, thank-you notes, or emails to attendees, sponsors, and everyone who contributed to the event's success. Share highlights, photos, or videos on social media.

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