Birmingham Venue Offers a Timeline for a Corporate Event

There are numerous reasons to hold a corporate event including: seasonal party, annual dinner, award event, celebration, conference or training, client reception, launching a new product, develop new relationships, raise the company image. Each of these has a different goal in mind, but they share a common planning pathway and process. The first thing to do is to define the objectives of the event. Many other decisions will then fall into place.

The next step is to set a date: make sure you do not compete with major trade association meetings, big college or professional games, major holidays etc. In general plan according to the following timeline:

4-6 months prior
Identify key attendees or groups
Compile mailing list
Set the exact date and time
Set up the committee/decision makers
Choose a theme if applicable
Choose a graphic designer for enduring material/invitation etc
Send out save-the-date announcements
Determine the budget
Obtain cost estimates for venue, decorations, food, print material,
Choose a venue: remember that some venues book a year in advance for Friday and Saturday events
Choose music and contract

3 months
Contact key invitees
Define exact names of individuals and contact information
Determine menu
Confirm all contracts for catering/food/alcohol/entertainment/rentals
Order invitations, posters and other print material
Define publicity such as radio, newspaper, TV, if applicable
Finalize audio and visual needs and contract

4-8 weeks
Send invitations (consider personal notes)
Distribute posters if applicable
Finalize transportation/hotel accommodations
Release press announcement
Review the need for directional signs for the venue, directional signs to registration etc
Produce all handouts and powerpoint presentations and obtain approval from legal/management/etc

2-3 weeks
Chase down all outstanding attendees
Confirm all requirements for all vendors
Define the seating arrangements and create nametags and/or table place cards
Finalize agenda,timeline, scripts
Confirm transportation schedules, arrangements
Confirm hotel arrangements for attendees if applicable
Schedule exact time for deliveries of special equipment, AV equipment, backdrops etc
Finalize decorator arrangements

1 week
Walk through of schedule, volunteers, assignments, registration etc
Distribute seating chart
Finalize all food and beverage arrangements and number of attendees
Schedule rehearsals if applicable
Write checks for vendors
Consider petty cash for tips and emergencies

1 day
Visit venue to ensure proper preparation
Set up emergency notification plans for all vendors
Check weather/ road construction delays, other disruptions
Ensure parking arrangements are completed such as valet
Final call to caterer, photographer, entertainment and other vendors

Event Day
Arrive early
Unpack all supplies, equipment and ensure they function
Set up registration desk, guest sign in sheets, etc
Check sound and other AV equipment
Ensure all staff are well and will arrive on time
Ensure all VIPS are set
Final task assignments in case of illness/absence
Circulate and solve last minute issues

Whether you are holding a Seminar, Conference, Seasonal Party, Product Launch, Training , or other Corporate Event, Woodrow Hall has the experience to make your event a success!.

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