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Organising Corporate Events

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Organising Corporate Events

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Organising Corporate Events

  1. 1. Key elements that should influence the design of the event: • Why is the event being staged and what are its objectives? • What is the nature of the attendees? Who are they; what are their backgrounds, why are they taking part? • What sort of event will work best to achieve the event objectives? What experiences will motivate these attendees, given their demographics, their interests and their tastes
  2. 2. Key elements that should influence the design of the event: • What kinds of events have they experienced in the past? What worked and what failed? What can be done that has not been experienced before? • Is the budget adequate and realistic? • Will the event be planned and delivered using you or will an outside specialist be contracted to come up with ideas and fulfil the management required?
  3. 3. Event Brief Name of Event: Work Christmas Party Brief description of event: What are you trying to achieve, what are your objectives: Outline your preferred venues: • Options • Venues
  4. 4. Catering: • Cocktail style food • Three course sit down dinner • Buffet style dinner • Interactive roving style food • Beverage package • Beverages charged on consumption • Do you want to include spirits • Do you want to include cocktails
  5. 5. Proposed Activities: • Speeches • Dancing • Entertainment • Interactive activities
  6. 6. Who do you want to attend this event: • Management • Staff • Clients • Suppliers
  7. 7. What are the preferred dates for the event: • Month of the year • Week day • Week end • Day event • Evening event • Make sure the event does not clash with any other major sporting or social events
  8. 8. How many people do you want to attend this event: Other considerations: • Themeing • Decorations • Band • Entertainers • Insurance What is your total budget inclusive of GST:
  9. 9. Making a themed event special • Creativity • First impressions • Atmospherics • Lighting and sound • The unexpected • The ‘big moment’ • The MC and other entertainers
  10. 10. Making a themed event special • Decoration and themeing • Food and beverage • Off site venues • Organisation
  11. 11. Event Checklist Venues Security Marquee Hire Signage Catering Photography/Video Equipment Hire Decoration Special Effects Audio Visual Designer Entertainment Publicity/Marketing Delivery/Transportation
  12. 12. Event Checklist Venues Security Crowd Control Marquee Hire Signage Catering Photography/Video Equipment Hire Decoration Special Effects Audio Visual Designer Entertainment Publicity/Marketing Delivery/Transportation
  13. 13. Event Checklist Venues Security Marquee Hire Signage Inflatables Catering Photography/Video Equipment Hire Decoration Special Effects Audio Visual Designer Entertainment Publicity/Marketing Delivery/Transportation
  14. 14. Event Checklist Venues Security Marquee Hire Signage Catering Photography/Video Food/Beverage Photographers Event Staffing Videographers Equipment Hire Decoration Special Effects Audio Visual Designer Entertainment Publicity/Marketing Delivery/Transportation
  15. 15. Event Checklist Venues Security Marquee Hire Signage Catering Photography/Video Equipment Hire Decoration Linen Floral/Plants Floral/Plants Centrepieces Audio Visual Balloons Staging Designers Toilet Hire Sets Furniture Themeing Computer Hire Communications Special Effects Audio Visual Designer Entertainment Publicity/Marketing Delivery/Transportation
  16. 16. Event Checklist Venues Security Marquee Hire Signage Catering Photography/Video Equipment Hire Decoration Special Effects Audio Visual Pyrotechnics Staging Designers Lighting Inflatables Sound Production Designer Entertainment Publicity/Marketing Delivery/Transportation
  17. 17. Event Checklist Venues Security Marquee Hire Signage Catering Photography/Video Equipment Hire Decoration Special Effects Audio Visual Designer Entertainment Printing Bands Banners DJ'S Flags Trivia Recreation Activities Publicity/Marketing Delivery/Transportation
  18. 18. Event Checklist Venues Security Marquee Hire Signage Catering Photography/Video Equipment Hire Decoration Special Effects Audio Visual Designer Entertainment Publicity/Marketing Delivery/Transportation Printing Transport Companies Public Relations Giveaways Advertising
  19. 19. Pitfalls and keys to success • Venues - site inspection • Time for planning the event • Budget preparation and tracking • Insurance • Critical Plan or detailed Running sheets • Full beverages package
  20. 20. Further training and advisory Services Meetings Industry Association of Australia The Association offers a structured training and education program for both new and experienced members of the industry wishing to develop and upgrade their skills. Industry Accreditation ie. AMIAA or AMM www.miaanet.com.au
  21. 21. Advisory Bodies Each of the Bureaus in each State offers information services on venues and suppliers to the industry. They will assist in sourcing venues and give advice on what works well.
  22. 22. Thank you Robyn Buccheri AMM Accredited Meeting Manager Professional Conference Services www.profconferences.com

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