Strategies for Organizing Your Perfect Corporate Events with Bus Rental Maine

16 Jul Strategies for Organizing Your Perfect Corporate Events with Bus Rental Maine

One of the most effective ways to showcase your company’s accomplishments and create camaraderie among employees and clients is by organizing a corporate event. Selections range from fancy corporate galas to casual parties. You need to think of activities, themes, promotions, food, and entertainment.

Employees, investors, clients, and even potential customers may attend, so it’s important that your company puts its best foot forward. Maine, New England is a wonderful place, filled with great venues and companies that will help you along your way. Although this may seem like a daunting task, staying organized and following this corporate party checklist can help ensure that you have a successful event.

Step #1: Planning and Research
▪ Plan a budget (talk to your financial department)
▪ Begin brainstorming the type of event (for employees, clients, investors, etc.)
▪ Determine the goal of your event (reinforce your corporate culture; build relationships, increase sales or productivity, etc.)
▪ Select a date and time.
• Find a venue locations, availability, and cost.
• Look for transportation requirements of bus rental Maine (parking shuttles, work to venue shuttles, safe ride home shuttles, and party bus transportation of NorthEast Charter & Tour Co.)
▪ Decide on a theme (formal, casual, 80s, etc.)
▪ Research vendors and suppliers of the venue where your event is going to take place (food, decorations, promotional party favors)
▪ Research keynote speakers.
▪ Research professional corporate party planners.
▪ Research entertainment, such as bands, DJs, comedians, or other performers.

Step #2: Start Booking and Promoting
▪ Book the venue for your date, make sure you understand any parking limitations and/or transportation requirements that the venue may have.
▪ Decide on theme(s)
▪ Order decorations.
• Reserve your transportation to ensure you get the equipment you need at the best possible rate
▪ Book your entertainment. (keynote speakers and live bands are the most popular for corporate events)
▪ Book a photographer/videographer to document your event.
▪ Send out the save-the-date notices (Post in your office, send out a save-the-date email, post card, post on your website, etc.)
▪ Review bids from suppliers and vendors
▪ Find hotels around the area to accommodate your guests. (Negotiate with the hotel; sometimes you can get a great discount on rooms)
▪ Order your invitations and RSVP cards to be printed
▪ If you plan on making a program or newsletter for your event, hire or assign someone to begin putting it together.
▪ Order or rent necessary equipment. (cameras, speakers, etc.)

Step #3: Invitations and Confirmations
▪ Send out your invitations and encourage people to RSVP by a specific date.
▪ Confirm your hotel, venue, entertainment, and food.
▪ If your venue is outdoors, make sure you have a weather back-up plan.
▪ If applicable, inform guests about transportation arrangements and make sure that they understand what will be provided and how to access it.
▪ Confirm staff/volunteer responsibilities
▪ If possible, visit the venue to know exactly how you want to set up (tables, food, stage, etc.)
▪ Determine security needs.

Step #4: Day of Your Event:

▪ Have all staff meet early to make sure everyone is on the same page.
▪ Do a walk-through of your event.
▪ Listen to what people like and dislike. This way you can make your next event even better.
▪ Encourage your guests to be active on social media, which will help to promote your company.
▪ If your event includes alcohol service, make sure that the serving staff serving is aware of the rules to limit your liability.

Step #5: After Your Event

▪ Put together a video or article to upload on your website highlighting the success of the event.
▪ Put pictures of your event in your company newsletter.
▪ Send out thank you notes.
▪ Write up a final report of what went right and wrong so that you do not make the same mistakes next time.
▪ Save all budget and vendor information for future reference.
▪ Save any items that can be reused

While your timeline may vary depending on the scale of your event, it is significant to follow the basic steps above. Organizing a corporate event doesn’t have to be stressful. Start planning early and do your research. Soon you will have a good network with New England professional vendors and entertainment, making your future planning much easier. Organizing a successful corporate event with bus rental Maine will not only make your company look good, but it will also benefit your employees, clients, and business. Do not forget that average events are rapidly forgotten, but great, well-organized events are remembered for a very long time.