Tips For Planning A Successful Corporate Event

Planning a corporate party can be fun and exciting initially but when you actually get to down to organizing one, you’ll realize that corporate event management isn’t as simple as it seems. This is especially true for people who have only thrown a house party or organized a college party before. Here, discover suitable tips for planning a successful corporate event.

1. Fix a Budget: Even before you send out invites to your guests and start searching for a venue, it’s important that you fix a budget for organizing the event. Right from determining the costs for catering, venue, entertainment, decorations and guest speakers, you must take every single aspect into account before approaching reputed corporate event management companies in Mumbai. Don’t forget to include the costs of items such as banners and signage, promotional as well as marketing costs and on-site registration costs.

2. Schedule the date: Next, you must schedule a date for the proposed event. However, in order to decide the date, you must first check the calendar and also find out if there is another conference of corporate event scheduled to be organized on the same date. Also, check whether the date of your corporate event coincides with any religious holiday or any other prominent event or not.

3. Pick a Venue: After scheduling a date for the event, you must pick a venue that meets your requirements, allows you to deliver your message clearly and is ideal for your guests/audience. It’s important to schedule your event at a location that is convenient enough for your participants to reach. It’s also important that you negotiate the venue and choose a couple of dates for the event to check if the hotel/resort has opening around the same timeframe.

4. Sending Invitations: After you’ve prepared a guest list, you must also anticipate that around 30-40% of the guests may not turn up for the event. Hence, you must send the invitations at least 4 weeks ahead of the event. It’s important that you integrate all the information such as the guest list details, RSVP information and event check in details in advance. This will help you in preparing an accurate guest list and also prepare invitations accordingly.

5. Don’t forget to book Guest Speakers: Guest speakers often charge higher fee when your event date is closer. Thus, it is important that you book your guest speakers early to enjoy the best rates. Make sure you do enough research to find the ideal guest speaker for the event who also charges you a decent amount for addressing your guests/audience.

6. Look for Sponsors: Find a sponsor for your event. This would help you in offsetting the event costs. Companies that are related to your industry or area of operation may willingly accept the opportunity for promoting their brand name and gain the attention of your audience.

7. Follow-up: Last but not the least, if all goes well then make sure you follow up with your guests after the conclusion of the event. You must thank them ask them to share their feedbacks over mail or through surveys.

What Are The Tips, Tricks, And Resources To Plan Party Event

Arranging social and corporate events is not exactly a cakewalk. Nowadays, most people or entities hire professional event management agencies to ensure everything goes off smoothly in such events. For the event management service providers, it becomes imperative to plan for arranging various events for their clients. Not all clients have similar requirements and the type of events to be arranged can be varied as well. From arranging an anniversary party of a socialite to holding a seminar for merger of two MNCs, the examples are numerous.

Tips and tricks to succeed in event management
An agency offering event management services needs to analyze a few aspects before proceeding with event planning for any client. These are:

• Budget planning- Every client has a specific budget and as the organizer, it is important to keep the monetary aspect in mind before proceeding. The expenses for hiring all vendors should be analyzed well. Sometimes, it may be necessary to expand the budget and client should be informed accordingly.
• Venue- Selecting the right venue for holding any event, personal or professional, is absolutely important. A venue which is ideal for arranging a wedding reception ceremony may not be ideal for holding large business seminar, for example. When selecting the venue, the location, capacity to accommodate delegates and amenities should be analyzed well.
• Hiring vendors- It will be necessary to hire vendors for various services required to arrange the events. Examples include electricity backup service, security personnel, food suppliers and so on.
• Media handling- In many high profile events and corporate events, inviting media persons becomes necessary. So, the party event management agencies should keep some time for handling media entities. Some time should be kept aside for inviting TV channels, newspapers agencies and similar media groups and finalizing things with them.
• Researching on delegate type- It is important for event management entities to learn about the delegates and guests in an upcoming event. For wedding event management, planning needs to be done accordingly. Such events usually have guests comprising of various age groups and both genders. So, the planning has to be done with needs of different types of guests. For a corporate event attended by executives of MNCs, priorities will change.

Additional tips to ensure success of event
The event management service providers can walk an extra mile sometimes to ensure the upcoming events turn out to be successful. This may vary from one event to another- for sure. At times, using inputs of the clients can be useful. Some clients may also have special requirements. Extra and careful planning may be required by the planner agencies to implement such desires into reality.

While there is no shortage of wedding event management companies in Mumbai not each of them has the expertise and capability of SAKURA EVENTS. It has an enviable track record of working with several coveted corporate clients and has arranged several high profile personal events till date. Based in Mumbai, the agency operates on a pan-India level.

5 Innovative Event Management Ideas For Event Organizer

Event management is a big business these days and you can find lots of such companies offering event management services for diverse clientele in India. While millions of people rely on these service providers for arranging personal events like wedding, anniversary and professional events like seminars and business meetings, the agencies have to handle a multitude of things. For agencies offering full scale event management packages and services, mastering some essential tricks of the trade can be helpful.

Unique ideas for event management service providers
The below listed ideas can be utilized by any Event Management Company for handling various types of mid to large scale events for their customers.

Time planning – Not all events to be held by these companies cannot be identical in nature. So, for each upcoming event- personal or professional, time planning and management becomes necessary. For large scale and high profile events, keeping enough time for planning and implementation is necessary.

Backup or substitutes – Sometimes, things may not go as planned or desired while an event is taking place. This can be caused by factors beyond human control or accidents. A company offering event management services should be prepared for coping with such developments and a backup or alternative plan should be ready to control flow of things. For example, extra electronic devices and computer peripherals should be arranged. If a projector or wi fi device fails to function at the event- things should not come to a halt.

Theme specific planning – Sometimes, planning for an event with keeping the theme in mind proves to be useful. For example, for holding an event for a company making eco friendly devices or products, using bio degradable food plates and waste bins makes sense. For arranging an event for a brand making children’s garments or products, designing the venue with décor style based on kids is prudent.

Budget management – Every client has a budget for an event and the agency managing the event has to keep that aspect in mind. An initial planning and analysis of the budget is necessary for any event. However, it may be necessary to make some changes later and the client should be informed in advance. Before asking the client for budget reallocation, the agency should try to find alternate routes to keep costs within pre set limit.

Provisions for emergency – Despite the best planning and precautions, mishaps can take place at the event venue. The event management agency should be prepared for handling such unexpected developments. Examples include keeping provision ready for medical intervention and checking the exits for quick evacuation in event of a fire breakout etc.

Finding the best event management agency
Given the abundance of companies offering event management in Mumbai picking the right one can be tedious. However, for comprehensive event management solutions, Sakura Events is a name to reckon with. This Mumbai based event management entity has an impressive track record and it has handled several high profile corporate and other events with aplomb.