Deciding to host a corporate event involves significant planning, which means a big investment of time. Of course, scheduling a two-hour refresher course goes quicker than booking an annual conference. We’ve identified the different parameters to consider to determine what to expect when planning your corporate event. By analysing each of these criteria, you can get a rough picture of what amount of time it will take to organise your perfect corporate event. Let’s get into the details.
Choosing a Corporate Event Venue in Vaughan
The first thing your event needs is a venue. It sets the tone, the budget, the accessibility, and the timeline of the entire event. Travelling out of the area to get to a corporate event increases the administrative burden exponentially. By selecting a corporate event venue in Vaughan, you avoid border concerns, travel issues, and remain local to deal with any problems before the day of.
Most businesses opt for a conference centre since there is an option of boardrooms, dining halls, and open spaces that are conducive to corporate events. Once you pick a venue, you know how many people it can support, the cost associated with it, and the day you’ll host it. Equipped with this information, you can determine the best approach to your corporate event.
Types of Corporate Events
Depending on the space you can access, you can choose from various event styles. Among the approaches are:
- Large-scale corporate events: When the attendance list exceeds 1,000 individuals. If you’re hosting an annual retreat where corporate members come from different areas, you require a large space with ample amenities. These are popular for yearly events; and, since it is such an undertaking, you can save time by employing software to deal with logistics.
It allows you to efficiently coordinate multiple aspects of the event, thereby saving time. However, since there are many aspects to a large corporate event, it still requires human oversight. The complexity requires attention, though letting attendees and caterers register online and controlling payments automatically, you can save time.
- Mid-size, regional events: Conferences that host fewer than 1,000 attendees, though still several hundred, count as medium-sized events. Unlike large events, these can place more emphasis on automated planning. Fewer participants scale down the requirements so that you can rely on automatic communications, block-set accommodations and transportation, and digital payments. This type of event is ideal for single-department conferences or small corporate seminars with multiple speakers. The more in-depth the event, the more planning it needs.
- Small conferences: If your event hosts fewer than 250 attendees, you classify it as a small event. These are often events like seminars, training, or conferences within different corporate departments. The benefit of this type of event is that you can plan it with a simple checklist, either with software or through a logistics professional. Depending on the event complexity, it can take anywhere from a couple of hours to a full work week to set up a conference. The downside to this type of event is that you may need to host multiple events throughout the year when a full-size event would reduce that need to one single event.
Once you determine the right way to approach your event in terms of cost, convenience, and logistics, you can get a better picture of the human resources demands of event planning. A large event takes the longest (even with technology), but it might take multiple medium and small events.
The amount of detail that goes into your event directly impacts the time burden of planning. When determining the complexity of your corporate event, consider the following:
- Duration: First, think about how long your event needs to be. Consider the social ramifications in terms of morale and the impacts of any business shutdown your company may incur. Some events, like refresher seminars, are best handled in a single afternoon. More in-depth events like corporate retreats work best when attendees can take in the situation over the course of a weekend.
If you’re planning a short event with few details, it won’t take long to schedule it. You need accommodations for events extending beyond a day, meaning it grows more complicated (and time-consuming) fairly quickly.
- Budget: The amount of money you can spend on the project will dictate how much time it takes. If you can delegate logistical tasks to software services, you won’t have to deal with event scheduling manually. However, this technology costs money, growing more expensive the more features you use.
Determine how much you can spend on the entire event and see what percentage of that budget would go to planning. If the software cost is less than the cost of your time, the digital approach makes sense. Otherwise, it may be better to plan in-house.
Corporate Event Timeline
Once you’ve considered all aspects of event planning, you should have a full picture of the time it takes. The timeline encompasses everything from event planning to advertising to hosting the event itself. As a result, the timeframe for an annual retreat, for instance, can extend a full year. However, if you can shift some of that work to software, you can control when, how, and how much time you spend planning. The actual time you spend planning the event can be mere days, provided you organise the planning and delegate what you can.
Now that you understand the time it takes to plan a corporate event, you can choose the best approach for your conference. It could be a small get-together to improve team spirit in the workplace. Conversely, you can host a large corporate retreat that improves brand awareness and can drive sales. So long as you have a good venue, the world of corporate events has endless business opportunities.
To learn how the Chateau Jardin Conference Center works for your corporate event, call us at 289-236-1903 or send us a message here. We’re here to help you host a memorable, engaging event.