Arranging a corporate event does not have to be stressful or overwhelming. There are those who find joy in planning these gatherings, with many choosing to make corporate event planning their career. Companies that often host corporate events may even choose to hire their own event planner: a person who can dedicate their entire working schedule to fine-tuning the specifics of special occasions. Smaller companies or large businesses that rarely host corporate events may choose to outsource the event preparations, but most ask an employee who is already burdened with responsibilities to add one more task to his or her plate. This guide is meant to aid that individual in helping to plan the event smoothly with as little interruption in the regular workday as possible.

Start with a list of questions, such as:

• Who will be attending? How many?
• What type of equipment will be needed? Will there be speakers, and if so, what type of presentations will they be giving?
• Will participants expect food or beverages? Appetizers or a full meal?
• How long will the event last?
• How should chairs be arranged? Are tables needed?
• When is the event occurring? Is there a possibility that weather could obstruct some of the attendees or the event itself?

Once these questions are answered, the event planner should have an excellent idea of where and how to begin making the arrangements.

Very possibly the most important choice when planning a corporate event is the venue. The location of this event must be in keeping with your company’s image and with the event itself. Because it can be very difficult to know if certain venues will be suitable until after the event has completed, it is wise to choose a specialist corporate event venue. Make sure that the venue has the capability to host the number of attendees you expect and can handle any technological needs you may have. Most corporate venues include or will rent chairs and tables, but be sure to find if they have staff available to help with setup.

When it comes to food, consider talking to the chosen venue about catering. Many corporate event locations will either supply catering and wait staff or have close relationships with catering companies. When choosing food, be sure to take special diets into consideration. For large groups, it may be impossible to find something for everyone, but it is wise to have options available for diabetics and vegetarians and to avoid foods that contain nuts, which cause an allergic reaction in many people.

The chosen venue should be able to help with special décor as well. Talk with the venue to find how best to decorate the space and if they have supplies that can be used or if they can recommend a local provider who either sells or rents these items. Many corporate events do not require elaborate decorations, but small touches like chair covers or centerpieces can greatly add to the atmosphere.

Lastly, keep track of all the questions, answers, and decisions made. Use a spreadsheet or a three-ring binder that contains all of the information accumulated. By keeping all the event’s preparations in one easy to find location, planning the next event should be an even easier and more enjoyable experience.