How can you Plan an Office Event without Actually Visiting the Venue?

Organizing an event, especially on behalf of the office pesonnel is hard. Not only do you need to maintain the party budget whilst providing all the luxuries that you can, but you also have to choose the best possible venue that meets all the requirements without buring a hole in your pocket.

Therefore, here we are going to discuss a number of which in which you can plan for an event. The focus here is to discuss ways for picking the perfect event venue without actually visiting the place.

1)   Your target audience: Your perfect venue should naturally be the one that has the opportunity to attract the largest possible number of prospects. The target audience not only refers to the local community around the venue but also the guests you are going to invite.

The approximate number of guests expected to attend should be calculated ahead of time. Also, the personal tastes and expectations of your guests should also be taken into consideration.

2)   Budget evaluation: In the end, budget minimization is the thing every company would hope the planner can manage to do. Most likely you won’t have millions of dollars to spend, so you need to make an estimation encompassing all the resources that you want.

Your ‘expenses list’ should also be flexible enough that it can accommodate any unforeseen or last-minute cost additions. Make two separate lists for the items that you ‘must-have’ and the items that would be ‘cool to have’. Also, never hesitate to negotiate the rate of services with the caterers, venue staff, etc.

3)   Your Company’s reach and reputation: With any special event that the company hosts, its reputation is always on the line. Not only that, but the track record and the reputation of the venue itself that you choose also makes a difference.

Your guests will always remember the quality of facilities, staff and even caterers they were offered. One way to ensure this is by scouring through the review and testimonials displayed by the former customers.

4)   Your event’s date & time: Check out your calendar and find the most suitable spot for your event (based on the month, the expected weather, a distance of the venue, etc.) The date of your event has a lot do to with the final choice you make in relation to the venue.

The nature of your event and the feasibility for all your invitees to be able to reach there is a crucial factor here. So the date will influence whether all your guests can make it to the affair, while the climatic condition may influence the mood they have once you get there.

5)   Remember client preferences: All the VIPs attending your event must have a personalized experience. They should have their preferences taken into immediate consideration (that’s how the corporate world works.)

You must be aware of the expectations level that your clients have. Before including any items into the list, you must have their approval on the same.

6)   Local services and/or restrictions: Even if you can’t or choose not to actually visit your event venue, you can still contact their staff via multiple platforms. So always have a discussion regarding the special/additional services that they can offer.

Also, ask them regarding the restriction policy (if any) that might be imposed over any items that are needed during the event. A detailed description of the availability of things like catering services, parking options, floral arrangements, linen rentals, etc. is all going to be very crucial as the time finally approaches.

 

Conclusion: At MTMEvents, no matter the size, or the budget your event has, we are here to make it come alive. We are the leading, full-service event company in Singapore. For a number of decades, we have been the leaders and the innovators of our industry, bringing innovative solutions to the fore, making your event look highly a memorable occasion for all your guests. Our party planning services are as excellent as they are cost-effective.