The work is divided into 6 key periods. This article provides detailed advice and information on the steps to follow, along with a downloadable checklist to track the progress of your project.
The first phase of an event project consists of building the foundations on which the event will be based. It is crucial to consider key elements such as the choice of venue, the date, and the format to ensure maximum attendance.
The first question to ask should be:
What is the objective of the corporate event? In other words, what message do we want to convey to our guests?
The answer to this question will become the core of the event. All other elements added around it will be rooted in this core, starting with the concept.
DEFINE THE OBJECTIVE OF THE EVENT
Ideally, the objective should be summarized in a simple sentence that illustrates the message to be shared with our target audience.
CHOOSE THE DATE OF THE EVENT
ESTIMATE THE NUMBER OF GUESTS
ESTABLISH THE VENUE AND CHECK AVAILABILITY
One of the first things to do is to check the availability of venues according to the client’s date. It is important to note that in corporate events, the date is often not flexible.
The size of the room is a very important factor. On the one hand, never aim for maximum occupancy to comply with laws and insurers’ requirements. On the other hand, avoid choosing a room too large for the number of guests. Nothing is more depressing than an empty-looking room.
DEFINE A CONCEPT
The concept should always be directly related to the company’s objective.
DETERMINE A PRELIMINARY BUDGET
Otherwise, it goes without saying that a precise budget must be set to cover the cost of the corporate event. This is imperative to be able to build the right concept while respecting the available resources.
DETERMINE THE TARGET AUDIENCES
SEARCH FOR SPONSORS
If organizing an event for an NPO, you will need to:
For corporate events, there are very rarely sponsors.
THE VENUE
The venue of the event is the most important decision to make when creating a corporate evening. The concept of the evening is normally built around the venue, based on its constraints and possibilities.
There are 2 main types of rooms:
1. Pre-adapted event rooms, which come with all the furniture and sometimes even included services like a coat check or bar service. More expensive, these “turnkey” rooms have the advantage of simplifying the organizers’ lives.
2.“Empty shell” rooms, which are more affordable but require more management in terms of rentals (furniture, sound system, etc.).
When visiting the venue, consider:
SCENOGRAPHY AND 3D PLANS
Once the venue is found, it is also crucial to use scenography and have a three-dimensional rendering. This provides a clear and precise vision of the space and its potential. By conceptualizing the layout of the venue with 3D plans, the organizer can optimize space usage, create effective guest flows, and anticipate logistical challenges.
If these services interest you, do not hesitate to contact us to schedule an appointment with one of our experts!
ALCOHOL
As soon as alcohol is served at an event, a gathering permit from the RACJ must be requested. The Régie has up to 20 days from the date of receipt of the request to respond.
However, this period can be extended by 10 days if necessary.
For a gathering permit to be obtained in time for the event, the request must be submitted at least 15 days before the start of the event; it is suggested to submit it at least 30 days before the target date.
For any gathering permit request, documents will need to be consulted, filled out, or provided.
During this third phase, the organizer must break down the concept across all departments.
This is a period when the organizer is in direct contact with suppliers.
The work is divided into 2 areas: needs analysis and event logistics.
1 ‒ NEEDS ANALYSIS FOR EACH DEPARTMENT
By knowing the specific needs of the event, the organizer will approach caterers, entertainers, and DJs to discuss their services and request initial quotes.
2 ‒ LOGISTICS AND TECHNICAL ASPECTS OF THE EVENT
There will then be a back-and-forth between the organizing committee and the stakeholders to resolve numerous details.
For all types of events, this task is in the hands of a project manager. He organizes 30-minute calls with clients every week with agendas according to the schedule and then sends a report.
The important thing is to realize that all details are crucial for the success of an event.
Often, seemingly insignificant problems can derail an event: for example, a bad audio connection that renders the sound system unusable.
This fourth phase concludes our preparatory work. All details and specifics related to the upcoming event should be known, resolved, and documented.
During this fifth phase, the role of the organizing committee is to ensure everyone knows what to do and when. It is the conductor who must give the right instructions, as in a score.
The only way to avoid omissions and anticipate problems is to make reminders.
The golden rule? Check, recheck, and re-recheck!
Take the opportunity to also thank the key players who contributed to the success of the corporate evening.
Creating a large-scale event is a daunting but also gratifying task for the organizer.
By referring to the downloadable checklist designed by Lulu Events, you will have all the tools to make your project a memorable moment.
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