If you have been given the job of planning a corporate function, then you might be finding yourself a little stressed out, especially if you have never done it before. If this is the case, read ahead to learn some of the basics of planning these functions. These suggestions and information should help you get on the right track.
Set Goals: The first thing you need to think about is what the function is for. Is it a conference, an office party, or a product launch? Usually any corporate function has multiple purposes. That product launch, for example, is not just to release something new. It is also for raising brand awareness, having the product tested and reviewed, and even for networking with big shots in the industry. Once you have a good idea of the multiple purposes of the function, you can create an agenda and decide on the particulars like location, time, date, and theme. The purpose or goals of the function will define what kind of atmosphere you need to create.
Start to Plan: If you have never planned a huge conference or office function before, you might want to consider hiring companies handling event management Sydney. A professional can not only help you with the planning process, but they can make all the arrangements and execute the plan for you. Whether or not your budget allows for a professional planner, you still need to work out some basics. Plan out the guest list, time and date, location, food, audio visual equipment, and entertainment. Make sure the entertainment and the food are suitable for the occasion. You should also take care to cater to different people’s preferences, having vegetarian and gluten-free options.
If you have a theme, it will be easy to decide on the décor and menu. For example, if this is a product launch for a new coconut water beverage, your theme should revolve around this. You could have a seaside location themed around the tropics. Your menu could be seafood, although be wary that many people can be allergic to shellfish, so you should check on this as early as possible.
Implement the Plan: Once you have a plan and a schedule written down, it will be easy to get things done accordingly. You should not try to do it all alone. Even if you cannot hire a professional planner, you should at least have a team to take some of the responsibilities. Coordinating it all yourself will likely end in disaster. Distribute the tasks among your team and then get started as early as possible. Depending on how big the function is, you may need to start months ahead, so do not leave anything for the last minute.
Coordinate between suppliers and service providers. Make sure all the details of the function are communicated to these providers so that they can plan accordingly. At least two weeks ahead of the occasion, contact all the companies whose services you have booked and confirm the details. This is a good time to check on or inform about any changes, though you should generally convey such details as soon as you can. Arrange for caterers, audio visual engineers and equipment, and entertainers to arrive early, as it will take time to set everything up.
With this information in mind, it should not be too difficult for you to pull off a successful business function.