Launching a business event can seem overwhelming at first, but taking it step-by-step to work through the different components 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 day of the event. 

Deciding On The Purpose For 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 for them all to follow. Set out your main objectives for the day and what you want to achieve from it to help you stay on track. 

Have A Budget Plan In Place 

Especially if the purpose of the event is to raise funds for your business or a charity, you need to be keeping to a strict budget. Make sure 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’ll be able to 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 as 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 be having, what kind of activities will be taking place, and if the area is close to where most of your 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 up 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. If you want to send out formal invitations and be eco-friendly, consider virtual invitations. These can be sent out via email to your chosen recipients while still allowing you to track RSVPs. Make sure your invites list the date, time, and location of the event. You will also need to include other helpful information such as plus-ones, dress code, entertainment, and food info to inform your guests fully. Make sure the details and design of the invitations are suitable styles to match the event you’re holding.  

Decoration 

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

Completing A Final Checklist 

When you think you have everything organized, be sure to carry out a checklist before the day of the business event to make sure 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.