Some helpful ideas (from Seekers at Buzika.com) on planning and organizing a corporate meeting :
Planning. Start the meeting together with the key persons to plan the event. Understand the basic details : type of event, budget, number of target attendees, preferred venue and other specified details. The purpose of the meeting and the role of each participant in a team should be defined.
Make a checklist and schedule all activities, especially the deadlines of each task.
Set regular meetings to keep tabs on the progress of the event or do it on-line to save time. Have a quick directory of resource people, suppliers, and other vital information needed.
Venue Selection. Search for the venue best suited to your type of meeting. Plan a in-person visit to personally tour the meeting facility. The Solution Center in North Carolina, for example, has been touted by many as the best among Raleigh conference rooms.
It is very helpful to meet your point of contact in person. Once a venue has been chosen, closely coordinate with your point of contact and review thoroughly the specifics of the contract.
Ways of Distributing for Invitations :
Make a webpage for the event. On-line registration is the most efficient and a more economical way of drawing attendees.
Email broadcast. An efficient and a more personalized means of distribution but if the recipient is not part of the of the existing database, make sure a disclaimer is placed at the bottom of the invitation to comply with anti-spam guidelines.
Direct mailing. For traditional invitations, direct mailings may be printed out and mailed to targeted attendees. Even though it may cost more, it makes a great impression to the recipient since it is personal, memorable and tangible. Something to watch out for is that direct mailing requires a timely distribution, hire a reliable and punctual courier agency to do the job.
Equipment and Supplies. One vital component that needs to be handled well is the equipment, especially any audio and video needs. No matter how great the speaker is, the meeting will not be successful with poor quality audio or malfunctioning equipment.
Technical interruptions are a “no-no” for any event.
Resource Speakers. Prepare honorary token for speakers and attend to their requirements.
Post-Evaluation of the Event. Prepare an evaluation sheet for the post-evaluation meeting. Is the goal met? Evaluate the performance of each person in the team, formulate actions to be taken to improve future events.
Managing a corporate event is challenging and stressful but with careful planning and efficient execution, success can be achieved. An event coordinator should possess the following traits : leadership, detailed oriented, resourceful, can deal with different types of people, time management skills, can handle extensive pressure, highly flexible and optimistic.
Share and Enjoy:
These icons link to social bookmarking sites where readers can share and discover new web pages.