Business Resources

How to Plan a Corporate Event: Hiring, Location, and More

How to Plan a Corporate Event: Hiring, Location, and More
Table of Contents

Organizing a successful corporate event requires a significant amount of planning and preparation. There are many factors to consider, but with the right approach, you can ensure that your event runs smoothly and achieves its goals.

This guide will cover tips and tricks to help you plan and execute your corporate event. From the best methods for finding the ideal venue to the steps you need to take to secure the right staff, we'll provide you with the information and insights you need to ensure that your event is a success.

We'll also delve into a few other helpful topics, such as budgeting, event timeline creation, and more, to help you fully prepare for your corporate event and ensure that it meets and exceeds your expectations. Whether you're new to event planning or an experienced professional, these tips and tricks will help you stay organized.

How to plan a corporate event

Planning a corporate event is a huge undertaking. Let's talk about a few things that you'll need to have lined up.

Finding the best venue

To find the best venue for a corporate event, you will first want to determine the purpose of your event and how many people you expect to attend. Knowing these two things will provide a starting point for your search and narrow down your options based on what size venue you will need.  

Next, you’ll want to set a budget for how much you can spend on the event venue and how far you’re willing to have guests travel. Download our free event budget template below! 

Once you have a few venues that meet your needs, you can ask yourself the following questions to narrow down your options even further:

  • Will your event need audiovisual equipment for presentations or other specialized amenities such as Wi-Fi or space for a band?
  • Does the event need a full kitchen for chefs, or will all food arrive prepared?
  • What amount of parking space will your event require?
  • Are there any accessibility needs that you need to accommodate?

Once you’ve used these questions to narrow down your options, you can read reviews online of the venues you're considering and inquire about whether they are available on your specific dates. Once you're reasonably confident in a specific venue, you can schedule a visit to see it in person and double-check its suitability.

Planning and organizing the event

Organizing an event requires careful planning and preparation to ensure its success. One of the most critical steps in this process is setting clear goals and objectives, as they serve as a roadmap for the event and help to ensure that everything runs smoothly. A clear understanding of what you hope to achieve will help you make informed decisions and allocate resources effectively.

Creating a detailed event plan with a timeline, budget, and schedule is always a good idea. This will allow you to stay on track and ensure that nothing slips through the cracks.

The right staff

Having the appropriate staff is crucial to the success of your event, so don’t let staffing be an afterthought. Having reliable personnel will give you peace of mind that your guests, and event, are being taken care of. Specific staff requirements depend on the event you’re hosting, but you may need to hire a banquet captain, bartenders, banquet servers, barbacks, chefs, or coat check attendants. Check with the event venue and caterer to confirm what staff they will be providing and what gaps you may still need to fill. 

This guide to hiring qualified catering staff is a great resource if you aren’t sure what positions you need, how to find folks, or how to set them up for success pre-event. 

Staff your corporate event with Qwick

Staffing a corporate event can be a serious headache. But thankfully, Qwick is here to help. As the leading staffing platform dedicated solely to the hospitality industry, Qwick provides a convenient way to staff your event with experienced talent across more than 20 different shift types. 

Getting started is simple. Just create an account and post a shift—or 1,000, we can handle it. The Qwick crew will ensure your event goes off without a hitch!

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