Here are some tips (from Seekers at Buzika.com) on planning and organizing a corporate event :
Planning. Initiate meeting together with the key persons to plan the event. Know the basic details : type of event, budget allocation, number of target attendees, preferred venue and other specified details. The goal of the event and the role of each person involved in a team should be clearly defined.
Prepare a checklist and calendar of all activities specifically the deadlines of each task.
Set a regular meeting to check on the progress of the event or do it electronically to save time. Maintain a quick directory of resource people, suppliers, and other important data needed.
Choosing a Venue. Search for the appropriate venue tailored to your type of event. Plan a visual inspection to personally examine the venue. The Solution Center in RTP, for example, has been touted by many to be the best among Durham meeting spaces.
It is usually helpful to meet your point of contact in personally. Once a facility is chosen, work closely with your point of contact and review thoroughly the specifics of your contract.
Different Ways to Distribute Invites :
Create a website for the event. On-line registration is more effective and a more economical way of getting more attendees.
Email notification. An efficient and a more personalized way to get the word out but if any recipient is not part of the of your existing database, make sure a disclaimer is placed at the bottom of the invitation to comply with anti-spam best practices.
Direct mailings. For traditional invitations, direct mailings may be printed out and sent to targeted attendees. Though it is more expensive, it makes a good impression to the recipient since it is personal and tangible. A possible disadvantage is that it requires a timely distribution, be sure to hire a trusted courier agency to do the job.
Equipment and Supplies. One major detail that needs to be handled efficiently is the equipment, especially your audio and video needs. No matter how great the presenter is, the meeting will not be successful with poor quality audio or malfunctioning equipment.
Technical interruptions are to be prevented at all costs for any event.
Resource Speakers. Prepare an honorary for presenters and attend to any needs they have.
Post-Evaluation of the Event. Prepare an attendee feedback sheet for after the meeting. Was the purpose fulfilled? Grrade the performance of each individual in the team, come up with actions to be taken for the improvement of future events.
Managing corporate meetings can be challenging but with good planning and execution, success is achievable. An meeting coordinator should have the following traits : leadership, attention to detail, resourcefulness, ability to deal with different types of people, time management skills, ability to handle pressure, flexibility, and optimistism.
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