Corporate Marquees

Below is some information on corporate event planning and corporate event management to help you when organising your next big event.

Sharing Corporate Event Planning Information

Once the appropriate approval has been gained to proceed with a corporate event, don't keep it to yourself. The event may be relevant to other sectors, divisions or countries within your organisation - notify PR representatives, directors and sales and marketing managers nationwide and worldwide. In many cases, this may enable the costs and human resources required for an event to be spread across participating divisions and companies.

Corporate Event Management Timescales

One of the most common mistakes made when doing corporate event management is leaving insufficient time for planning. The time required for corporate event planning is very much dependent on the type and size of the event. However, in an ideal world, the planning process should start approximately six months before the date of the event. These may seem long lead times, but there are many factors to consider:

Competition for tickets at major sporting events
Availability of venues and suppliers
Deadlines set by corporate event organisers, e.g., submission of order forms
Issuing invitations - at least ten weeks prior to the event

The level of activity will also vary at different stages of the project. The initial corporate event planning stages are usually the busiest. This will be followed by a quieter period which predominantly involves overseeing things to ensure the project is running to plan and budget. Activity then increases again three to four weeks before the event. Timings for exhibitions are guided very much by the exhibition organisers and the deadlines set in the Exhibitors' Manual. A lot of these problems disappear when your event is on your own premises.

Preparing the business case

Participating / hosting events is a costly exercise. It is therefore important to carefully consider the rationale behind attending. You should be clear in your own mind that the event is the right activity. Does it meet your objectives, and more importantly, the objectives of your organisation? Do you have the internal resources to carry through the project or will you need to use external suppliers? Do you have sufficient funds, or could you utilise the budget more effectively on other PR activities? It is therefore advisable to draw up a plan, and in doing so consider the following questions:

What are the objectives?
What are the cost implications - is there a budget?
Who is your target audience?
Where is your client base?
Is there a theme, if so, what?
Do you need an internal sponsor?
What is the format?
Do you require entertainment?
What are the time scales - are they achievable?
Can you manage the event yourself, or do you need extra resource?
What information can the organisers / suppliers provide to demonstrate previous success?
What level of response / exposure do you expect to achieve?
Is the event sponsored by a reputable or known organisation?
Who else is planning to attend - reputable companies, respected competition etc

For further information about the services that Central Marquee Hire offer, or if you would like to request a free brochure or quotation, then please Contact Us