How to Plan a Corporate Event | Corporate Event Venues Houston

Work should be work, right? Why then put so much effort into creating enjoyable corporate events? It’s simple, corporate events can energize and unite a workforce.  Positive work experiences make employees feel respected and appreciated, resulting in them becoming more productive and invested team members.  Our Corporate Event Venues Houston is the perfect place to celebrate their accomplishments.

On the flip side, if corporate events lack energy, organization and purpose, they can breed discord and resentment. Employees may feel that their time was wasted, their contribution disrespected, and their participation not valued. This could lead to them returning to work disheartened, sluggish, and not being motivated. Not good. In this regard, planners of corporate events wield a whole heck of a lot of power. Here’s how to use that power wisely and effectively.

Working Nine to Five W’s

A successful event relies on an event planner’s ability to ask the right questions when planning corporate events in Houston. We’re talking about the five Ws – Who? What? Where? When? Why?

These are the organizing threads that weave through the entire event. For most, you’ll need to get the answers from your client when they describe their plans, goals and needs. Therefore, as a professional corporate events planner, attentive listening and taking detailed notes are key.

1. Guess Who?

Below are a series of questions that could provide you with detailed information on the employees/guests attending the corporate event.  A structured and focused conversation with your corporate contact will secure most of the answers you need to ensure a successful event.

  • Who will attend the event? What are their designations and line of reporting.
  • How many attendees will there be? Will they require special seating arrangements?
  • What are the demographics of the attendees? Are they corporate execs or a blue collar group? Is the group mainly female, male or a mix?
  • Who will be speaking? What types of audio-visual, if any, will they require?

2. Well, Whaddya Know?

Once the “who” is squared away, it’s time to focus on the “what.” You now know who your audience is. But for what purpose are they gathering? The list below will get you started, but you will want to brainstorm more questions based on the specifics of each event.

  • What is the end goal of the event?
  • What other goals/objectives should the event help to achieve?
  • What, if any, is the theme of the event?
  • Is this event purely for pleasure or will business be discussed as well?
  • Is this a team building retreat, workshop, seminar, dinner or luncheon?
  • What types of props, incentives or materials will need to be on hand for the leader and the participants?
  • What type of food, if any, will be served?
  • What information should be in the invitation? What should the attendees prepare or bring with them?
  • What type of entertainment, if any, will there be? What is the purpose of the entertainment.
  • And, most important, what is the budget?

3. Where are you planning to hold this corporate event in Houston?

What type of venue is best suited for your clients’ specific events/needs?

Industry experts regularly encourage planners to think outside the box in terms of venue space and format. A great example is to combine the latest and greatest in presentation technology with the laid-back atmosphere and beauty of  a country retreat-like space. Surveyed employees report higher satisfaction and achievement when a venue incorporates both professionalism and enjoyment.

4. Why? 

Knowing “why” is an important component for the proper planning of an event. It is the reason for organizing the event. Here are 5 common reasons for corporate events:

  1. Reinforce the company’s message.
  2. Sharing new company goals and strategies.
  3. Announce the launch of a new product or service.
  4. Recognizing employee contributions during award functions.
  5. Planning sessions to solve problems.

Clearly understanding the reason for an event will help to ensure that the event achieve its goals.

5. When?

Rounding out the W’s is “when.” When refers to the date and time of the event. Is this event going to take place during the day or evening? Is it a one day or multiple day event? Questions to consider include:

  1. When would you like the event to occur?
  2. When last did your team attend a corporate event and how many corporate events do they typically attend annually?

Planning Exceptional Corporate Events in Houston

Corporate events can be a real bore, but with a clear sense of the event’s purpose and the participants needs, you can fine tune the details and insert a healthy dose of initiative and creativity. The result? Extremely successful corporate events that achieve its goals and leave employees motivated, energized and committed.

As a premier events venue, Moffitt Oaks has the facilities to accommodate most of your events as well as experienced event staff to assist with your event planning and management.

Just 45 minutes from Houston, we offer all the amenities needed to have a successful corporate event. For more information, please contact us at 1.281.370.6616 or schedule a private tour with our expert event coordinators.

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