You have been tasked with planning your first NYC corporate event! Are you feeling nervous? Anxious? Overwhelmed? Don’t worry! We’ve got you covered as you embark on this exciting and ambitious endeavor. Event planning requires a mix of organization, creativity, and attention to detail. Luckily, you’re planning a corporate event in NYC, and the options for venues, entertainment, catering, and services are endless. Whether you’re planning a small in-house luncheon or a large corporate fundraiser, the key to planning a successful event is to be thorough in preparation with a clear vision and have flexibility during the planning process. Leave a lasting impression on your guests with these tips and tricks when hosting your first successful NYC event!
1. What Are the First Steps in Starting the Corporate Event Planning Process?
The event planning process has to start somewhere, and it’s important to establish the event’s purpose and goals. What kind of event are you planning? What are the desired outcomes? From there, you can set a budget, choose a date, decide on a guest list, and start scouting venues and selecting potential vendors.
2. What Are the Different Types of Corporate Events?
There are numerous types of corporate events, and each one has distinct purposes and outcomes while catering to different audiences. Additionally, some events are going to need more planning than others. Corporate events, especially in NYC, come in all different shapes and sizes to include:
- Promotional events
- Holiday parties
- On-site luncheons
- Team-building events
- Trade Shows & Expos
- Product launches
- Corporate retreats
- Employee appreciation parties
- Grand openings
- Networking events
- Charity events & Fundraisers
3. How Do I Choose the Best NYC Venue?
Choosing the best NYC venue takes careful consideration and will be dependent on a number of factors. NYC has every event venue option you could ever think of, and you’ll just need to narrow down your NYC venue options based on your specific event. The venue will need to fit within your budget, be at a convenient location for your guests while accommodating how many expected attendees will be there, offer essential amenities if needed, fit the event aesthetic, and be easily accessible. Schedule a visit with potential venues to experience the space firsthand and see if the layout fits your event.
4. What Should Be Included in the Event Budget?
Every event should have a clear and concise budget. Costs can get out of hand quickly, so it’s imperative to stay organized while allocating the funds appropriately. Always keep track of all your event expenditures and be prepared for unexpected expenses that might come up by establishing a contingency fund. Some events won’t require an extensive budget list, but generally, your budget should include (but is not limited to) venue rental, decor, event entertainment, catering, marketing, staff, and keynote speakers.
5. How Do I Create a Balanced Event Agenda?
Corporate events usually call for some structure, and the best way to help guests navigate the event is to create a detailed agenda for each of them to follow. Always keep the event goals in mind when deciding on what to include on your agenda. Give attendees a ‘big picture’ idea of why they are there and what to expect. From there, you can provide a more detailed itinerary with times, dates, locations, and activities. These can include some type of welcoming remarks, keynote speakers, breakout sessions, networking opportunities, meals, and event entertainment. To ensure you are taking your guests into consideration with a balanced agenda, include informative content with interactive and relaxing segments mixed in.
6. What NYC Catering Options are Best for a Corporate Event?
NYC is one of the food capitals of the world, and you’ll find the best event catering options right here without a problem. Consider your event’s formality and the overall atmosphere you’re trying to create. Some catering options go better with certain events than others. NYC catering companies can help you realize your vision, stay on budget, and accommodate the needs of your guests. Consider these catering options when you’re planning your next event:
- Buffet style
- Passed hors d’oeuvres
- Food stations
- Sit-down dinner
- Family style
- Boxed meals
- Grab & go stations
- Food trucks
- Dessert & beverage bars
7. Should the Event Have a Theme?
Choosing an event theme doesn’t have to mean turning your corporate luncheon into a disco party. Establishing a theme just means that you have clear goals, and that all your event planning choices match up to what you’re trying to accomplish. It’s about creating a mood and an atmosphere that reflects the desired outcomes. Ensure that every aspect fits together and has the proper flow that will undoubtedly create a successful event that everyone will enjoy.
8. How Do I Effectively Market the Event?
You’re making your way through your pre-event planning checklist, and now it’s time to market your carefully planned NYC event. It’s important to get the word out about your corporate event potential guests will be excited about attending. Utilize these marketing strategies in your event planning process:
- Social media
- Digital marketing
- Email campaigns
- Traditional advertising
- Partner with influencers
- Content marketing
- Event invites
9. What Are Some Day-Of-Event Tips to Ensure Everything Runs Smoothly?
The pre-event planning is complete, and now it’s time to follow through so that the event runs smoothly and that all your guests enjoy themselves while making valuable connections. Be clear with your team about how the event should go and have a contingency plan in case anything goes awry. Things happen, so be prepared with backup plans if necessary. Make sure vendors are where they need to be, any equipment is set up, and materials are in place. Do a final walkthrough before the guests arrive, and lean on your team if you need help along the way.
10. Should I Hire an Event Professional?
The event planning professionals at EMRG Media are always just a click or phone call away for all your party planning needs. We have over 25 years of experience and have planned events for some of NYC’s biggest power players. You’ll be in great hands with our expertise and experience. Whether you need guidance on one aspect of the planning process or every step on your checklist, we are here to help! Contact us today, and let’s start planning your first NYC corporate event!
