If you have been given the task of organising a corporate outdoor event, the role is not one to be taken lightly. The company’s reputation is firmly on the line and although it is unthinkable, failure will not only look bad for the organisation, it certainly wouldn’t be good for the organiser either, and with that in mind, here is a guide to help you orchestrate a smooth and successful event.
Event Planning – The first thing you need to do is define the event objectives, which might be to launch a new product line, or perhaps to cement the ongoing business relationships with suppliers, but whatever the reason for the event, clear targets need to be defined. Start with the resources you have, and this will give you a clear picture of what you will need to outsource, then, with the help of willing colleagues, you can draw up a large graphic organiser, which makes it easy to follow.
The Essential Services – If you are entertaining at a corporate level, then VIP is the word that should be kept at the forefront, and with several spacious hospitality trailers in place, your guest can relax in comfort. If your event will be held in the UK, there is luxury toilet hire in Yorkshire, and a simple online search would bring up a listing of potential suppliers, some of which might also have luxury shower units and VIP units. Luxury trailer units ensure your image remains five star, and there are also shower units available if required.
Focus on the Program – With all of the essential services arranged, you can now focus on the event program, and if you are lucky, someone will be looking after that, and all you need to do is make sure they have everything they need on the day. If you are also tasked with overseeing the program, you will need to time everything in advance, making sure that everyone knows their cue. A dry run would always be a good idea, as any issues can be dealt with beforehand, and make sure that you have a spare laptop and an external drive with backup copies of any slideshows or presentations you have planned. Spare microphone batteries are a must, as is a sound check to ensure that every guest can see and hear, wherever they might be sitting.
Hospitality Makes the Event – The way your guests are received and the setting of the event will both go a long way towards creating the right impression, and of course, the food and drink must be top-notch. Take no chances with this, and by calling in a professional catering company that focuses on VIP events, you can be sure the menu and service will be second to none. Consider the climate and have adequate outdoor fans positioned carefully if you think it might be a scorching day, and never underestimate the British weather’s ability to change at the drop of a hat.
If you have done your homework and a fair share of planning, the event should be a hit, and it will go a long way to creating the right impression and help your business to stay at the top.