Launching a business event can seem overwhelming at first, but working through the different components step-by-step will make it easy to keep plans on track. Use our following post as a checklist to help you ensure you’ve got everything ready for the event day.

Deciding On The Purpose Of Your Event

The first thing you’ll need to decide on is the purpose of your business event. You likely already have this in mind, so make sure the event centres around it to make it clear. Your guests need to know the exact reason the event is being held, so be sure to provide details in advertisements and invites and the reason for choosing it.

Creating An Event Plan

An event plan will help ensure you have all you need for the event and that the day runs smoothly. Within it, form a guide of how the event will be held when certain events occur and a timeline to follow. Set your main objectives for the day and what you want to achieve to help you stay on track.

Have A Budget Plan In Place

Especially if the event’s purpose is to raise funds for your business or a charity, you must keep to a strict budget. Ensure you take notes of all the costs involved and any invoices to keep track of the finances for the event. Work out your total budget and which parts of your plans you can afford to include. Try finding ways to save money where you can, such as catering, music, or location. Running over budget could lead to you not being able to include certain aspects of the event that you were hoping for or failing to raise money in the first place.

Choosing A Location For Your Event

It’s essential to give the location of your event plenty of thought. It will need to be able to hold all your guests, be conveniently located, and offer any additional services you may require. Some venues offer the choice of on-site catering as part of the package, which can help save the hassle of sourcing your own.

When choosing a venue, consider the number of guests you’ll have, what kind of activities will take place, and if the area is close to where most guests are from. It would help if you ideally started looking for a venue about six months before you want the event to take place to ensure they have the availability. Many venues can get booked quickly, so be sure to make your booking soon after viewing it if you like it. If you have business premises and they’re practical enough, you could hold the event there to save you money on renting a venue.

Sending Out Invitations To Guests

You can either send out traditional paper invites or have an open invitation to all and advertise this publicly when sending out invitations. Consider virtual invitations if you want to send out formal invitations and be eco-friendly. These can be emailed to your chosen recipients while still allowing you to track RSVPs. Ensure your invites list the event’s date, time, and location. You will also need to include other helpful information such as plus-ones, dress code, entertainment, and food info to inform your guests fully. Ensure the invitations’ details and design are suitable styles to match the event you’re holding.

Decoration

Once you’ve decided on the venue, you can start organizing what kind of decoration you want to use. To help you choose, consider the type of event you’re holding. For a charity event, you can use plenty of decorations such as balloons, banners, and table décor. For example, if it’s a more formal business talk event, you might choose to have more straightforward and toned-down décor. When it’s for a special holiday such as your business Christmas party, invest in festive decorations to make the event feel appropriate and get everyone in the Christmas spirit.

Completing A Final Checklist

When you think you have everything organized, carry out a checklist before the day of the business event to ensure you have everything ready. Go through all the different things you need to include, such as the following:

  • Final booking with the venue
  • Catering
  • Entertainment
  • Invitations
  • Décor
  • Advertisement for the event if necessary
  • RSVPs

Once you have all these in place (as well as other things that may be specific for your event), there is a better chance that your event will be a success and that it will be able to run smoothly.

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As an experienced business and finance writer I understand the corporate landscape and the driving forces behind it. Over the years I’ve shared my insight and knowledge with key industry publications and dedicated my time to showing how business leaders can make their organisations more effective.