10 Things to Think About When Planning a Corporate Event

Posted in Event Services

10 Things to Think About When Planning a Corporate Event

Did you know that over 80% of corporate events fail to meet the expectations of attendees? At our company, we understand the importance of planning a successful event that leaves a lasting impression. That's why we've compiled a list of 10 things to think about when planning your next corporate event. From choosing the perfect venue and designing eye-catching invitations to ensuring safety and security, we'll guide you through every step so you can take control and create an unforgettable experience for your guests.

Key Takeaways

  • Event theme sets the tone and atmosphere of the occasion, reflecting the company's brand image and values.
  • Meticulous attention to detail and organization is required for budgeting and tracking expenses throughout the planning process.
  • Venue selection should consider capacity, amenities, accessibility, and flexibility to adapt to specific event requirements.
  • Audio/visual equipment and entertainment options should be carefully chosen to create a memorable and enjoyable experience for attendees.

Event Theme

Choosing the event theme is crucial when planning a corporate event. It sets the tone and atmosphere for the entire occasion, creating a cohesive and memorable experience for attendees.

A well-thought-out theme helps to establish a clear purpose and objective for the event, making it easier to align all aspects of planning and execution. When selecting a theme, consider your audience's preferences, industry trends, and desired outcomes.

Take into account the company's brand image and values to ensure consistency throughout the event. Additionally, incorporate elements that allow attendees to engage actively with the theme, such as interactive displays or themed activities.


You'll need to carefully consider your budget for the event. Planning a corporate event requires meticulous attention to detail and organization, especially when it comes to finances. As a team, we understand the importance of maintaining control over our expenses while still delivering an exceptional experience for our attendees.

To start, create a comprehensive budget spreadsheet that outlines all possible costs associated with the event. This includes venue rental fees, catering expenses, audiovisual equipment rentals, transportation costs, and any other miscellaneous charges that may arise. By accounting for every expense upfront, we can avoid any unexpected financial surprises down the line.

Next, prioritize your spending based on what is most important for the success of the event. Allocate resources accordingly to ensure key elements such as guest speakers or entertainment are given ample support within your budget constraints.

Lastly, constantly monitor and track your expenses throughout the planning process. Regularly review your budget spreadsheet to identify areas where adjustments can be made if necessary.

Colleagues discussing the budget for the upcoming corporate event

Venue Selection

When considering where to hold your event, take into account the capacity and amenities of potential venues. It is crucial to find a venue that can accommodate the number of attendees you are expecting and provide the necessary facilities for a successful event. To help you in this process, we have created a table showcasing four key factors to consider when selecting a venue:

 Factor  Description
 Capacity  The maximum number of people the venue can comfortably accommodate.
 Amenities  The additional features or services provided by the venue, such as audiovisual equipment or catering options.
 Accessibility  The ease of access for attendees, including proximity to transportation options and parking availability.
 Flexibility  The ability of the venue to adapt to your specific event requirements or layout preferences.

Catering Options

One important aspect to consider for your event is the availability of catering options.

When planning a corporate event, it is crucial to ensure that you offer an array of high-quality food and beverage choices to satisfy the diverse tastes and dietary restrictions of your attendees.

To provide a seamless catering experience, start by determining whether your venue has in-house catering services or if you need to hire an external caterer. Consider factors such as menu customization, flexibility in accommodating special requests, and the ability to handle large-scale events efficiently.

Additionally, make sure to communicate any dietary restrictions or allergies well in advance so that the caterer can make appropriate arrangements.

Beautiful desserts at a corporate event dinner

Invitation Design

To create an inviting atmosphere for your attendees, consider designing unique and visually appealing invitations that reflect the theme of your event.

When it comes to invitation design for a corporate event, attention to detail is crucial. Start by selecting high-quality paper and envelopes that exude professionalism.

Choose a font that is clean and easy to read, ensuring all important information is clearly stated. Incorporate colors and graphics that align with your event's theme, creating a cohesive look from start to finish.

Don't forget to include RSVP details and any special instructions or requests. Finally, proofread everything multiple times to avoid any errors or typos.

Audio/Visual Equipment

  • The audio/visual equipment is essential for creating a memorable experience at your event. At our company, we understand the importance of providing top-notch AV equipment that meets all your needs. Here are three reasons why investing in high-quality audio/visual equipment will elevate your event to the next level:
  • Immersive visuals: Our state-of-the-art projectors and screens will ensure stunning visuals that captivate your audience and create an immersive atmosphere.
  • Crystal-clear sound: With our cutting-edge sound systems, every word and note will be heard with absolute clarity, enhancing the overall impact of presentations and performances.
  • Seamless integration: Our expert technicians will seamlessly integrate all AV components, ensuring a smooth and flawless experience for both you and your guests.

Audiovisual ready to go for a conference


By hiring Rhino's Lighting & Sound for your event, you'll be able to provide top-notch DJ entertainment that will keep your guests engaged and entertained throughout the entire night. We understand that when it comes to planning a corporate event, entertainment plays a vital role in ensuring its success. Our team of experienced professionals is well-equipped to handle all aspects of event entertainment, from working with outside performers to coordinating our performances seamlessly with the flow of your event.

We offer a wide range of options, including DJs, Photo Booths, Music Bingo, and more. With our attention to detail and commitment to delivering high-quality entertainment experiences, you can have peace of mind knowing that your guests will be thoroughly entertained. Whether you're looking for a lively DJ with a packed dance floor or engaging background music, we've got you covered. Let us help you create an unforgettable event that will leave a lasting impression on your guests.

Event Staffing

Our experienced team is well-equipped to handle all aspects of event staffing, ensuring that your event runs smoothly and efficiently. We understand the importance of having the right staff in place to create a memorable experience for your guests. Here are three reasons why our event staffing services are essential:

  • Highly trained professionals: Our staff members undergo rigorous training to provide exceptional service and handle any situation that may arise.
  • Attention to detail: From managing registration to coordinating logistics, we pay meticulous attention to every detail, leaving no room for error.
  • Flexibility and adaptability: Our team is skilled at adapting to last-minute changes and unforeseen circumstances, allowing you to maintain control over your event.

With our expert event staffing services, you can have peace of mind knowing that every aspect of your corporate event will be handled with precision and professionalism.

Safety & Security

Choose a company with highly trained staff, so you can feel confident in the safety and security of your event. Understand that when it comes to organizing a corporate event, ensuring the well-being of all attendees is of utmost importance. That's why either you or your venue have implemented comprehensive safety measures to address any potential risks or emergencies that may arise during your event.

By having these measures in place, you aim to provide a controlled and secure environment for your event. Highly trained staff will be present throughout the venue to ensure that everything runs smoothly and respond promptly in case of any emergencies.

Prioritize the safety and security of your event so you can focus on achieving your goals without worry.

Post-Event Evaluation

After the event, you'll receive a survey to evaluate your experience and provide feedback. We understand that your input is invaluable in helping us improve future events. Here are three reasons why participating in the post-event evaluation is important:

  • Your voice matters: Your opinions and suggestions shape our future events, ensuring they meet your expectations and desires.
  • Continuous improvement: By understanding what worked well and areas for improvement, you can fine-tune your processes and deliver even better experiences next time.
  • Enhancing control: Your feedback allows you to have a say in shaping future events, giving you a sense of ownership and control over your experience.

In the survey, ask specific questions about various aspects of the event, including organization, content relevance, speaker quality, logistics, and overall satisfaction. Explain that you value their time and appreciate their commitment to helping you create outstanding future corporate events.