Planning a corporate event is no small task. From juggling schedules to coordinating vendors, the process can feel overwhelming. While there’s plenty of advice on the basics, there are some insider tips that only come from experience. To help make your event run smoother and more successful, here are 10 things no one tells you about planning a corporate event.
1. Start Planning Earlier Than You Think
Corporate events require much more lead time than most people anticipate. From booking venues to securing keynote speakers, availability can disappear quickly. Plus, managing busy attendee schedules often feels like solving a Rubik’s Cube. To avoid unnecessary stress, start planning at least six months in advance. For larger events, a full year is ideal. Early planning ensures you have your pick of venues, vendors, and dates.
2. Your Budget Will Shift
No matter how well you plan, your budget will change. Hidden costs like last-minute add-ons, unexpected AV needs, or extended event times can creep up. To avoid financial surprises, build a 10-20% buffer into your budget. This cushion will help cover those “oops, we forgot about that” expenses without throwing your finances off track.
3. The Right Venue Makes All the Difference
A great venue can simplify your planning while elevating your event’s overall feel. It’s not just about size; think about amenities, location, and staff support. Choose a venue that aligns with your event’s goals. For example (You know we had to make a plug here), The Guild offers a beautiful and versatile space, complete with built-in charm like exposed brick and a stunning chandelier, reducing the need for excessive decorations. Also, don’t forget to ask about corporate packages—they can save you time and money.
4. Tech and AV Setup Will Be Tricky
Technology is often underestimated but can make or break your event. Mic feedback, Wi-Fi issues, or a lagging presentation screen can derail even the most well-planned agenda. Schedule a tech walkthrough with the AV pro ahead of time. Test every piece of equipment and have backups like extra cables, adapters, and even a portable hotspot. Smooth tech operations create a seamless and professional experience.
5. Catering Isn’t Just About the Food
Catering can influence your attendees’ experience more than you think. It’s not just about the taste—timing, presentation, and accommodating dietary restrictions are equally important. Choose a caterer with experience in corporate events and be clear about your timeline. Offer a variety of options to cater to different preferences, and don’t forget to include vegetarian, vegan, and gluten-free choices. A well-fed guest is a happy guest.
6. Your Schedule Will Run Over Time
Even the most carefully planned agenda will likely fall behind schedule. Speakers may run long, Q&A sessions can stretch out, and breaks might take longer than expected. To avoid feeling rushed, build in buffer time between each agenda item. This flexibility keeps the event feeling smooth and ensures you’re not scrambling to make up for lost time.
7. Signage and Wayfinding Are Key
Clear signage is a small detail that has a huge impact. Attendees can quickly become frustrated if they don’t know where to go. Use branded signs to guide guests to breakout rooms, restrooms, or dining areas. For larger venues, station staff or volunteers to assist with directions. These small touches enhance the guest experience and keep the day running smoothly.
8. Networking Spaces Matter
For many attendees, the most valuable part of a corporate event is networking. Don’t overlook the importance of creating spaces where people can connect. Designate areas like lounges, cocktail tables, or informal seating clusters to encourage conversation. Consider providing conversation starters or icebreaker activities to help attendees mingle more easily.
9. Post-Event Follow-Up Is Essential
The event doesn’t end when the last guest leaves. Following up is a critical step that often gets overlooked. Send out thank-you emails to attendees, along with a post-event survey to gather feedback. Share highlights from the event, such as photos, key takeaways, or recordings of keynote presentations. Not only does this reinforce your brand’s professionalism, but it also helps you improve future events.
10. You Can’t Do It All Alone
Corporate event planning is a team sport. No matter how organized you are, trying to manage everything on your own is a recipe for burnout. Delegate tasks to a trusted team, hire a professional event planner, or lean on the venue’s staff for support. At a venue like The Guild, our experienced team can help with setup, coordination, and even vendor recommendations, saving you time and energy.
You got this.
Corporate event planning comes with its fair share of challenges, but it doesn’t have to be overwhelming. By starting early, staying flexible, and leaning on the right partners, you can create an event that’s both professional and memorable. Remember, success lies in the details—so prioritize thoughtful touches and clear communication. For more tips, visit our blog or contact our team today. We’re here to make your planning process as smooth as your event itself!