The successful event is one that will be talked about with enthusiasm and, hopefully, be remembered for years.

Let’s begin to see how you can cut costs and coordinate a terrific program that will get raves from both your executives and staff!

So, your event is fast approaching, let’s begin...

Determining Your Events Objective

Corporate events have come a long way since the days when the term brought to mind a company cocktail party and not much more. Today, many companies strive to integrate their events into the marketing plan so that it contributes to overall corporate objectives.

A Corporate event can now be an occasion that is designed to communicate critical organizational messages and themes in a entertaining way. Themes can be designed to celebrate, motivate, excite, and rally the company employees. So your first consideration should be to determine your events objective! You must determine your objective before you begin planning your event!

Ask what does your Company want to achieve at this Event? Do you want to show employee appreciation? Develop a team attitude? How do you want the guests to feel following your Event? Are you trying to motivate? Educate? Instill pride? Are you celebrating corporate milestones? Is it strictly a social function?

Now that you have your companies event objective, it is time to budget.

Determining Your Event Possibilities - Budgeting

Preparing a budget for your event is critical for your successful outcome. You may be provided with a budget or perhaps your company would like to see some options before making a commitment.

In either case, you must begin with an approximate figure. That will dictate your current options and later you can refine your specific budget as you determine your specific expenses.

Answer the following questions: What is your approximate budget for your event? How many individuals are attending your event? Now divide your budget by the number of individuals attending to determine your per person cost.

Typically the per person cost for events is between $45.00 and $450.00. Your budget will dictate whether your event is on site, offers door prizes, entertainment, a meal, cocktails, awards, etc.

For right now determine the approximate total budget for your event and break it down to it’s per person amount. As your planning continues you will have firm budget numbers to rely on.

Your Guest Satisfaction – Event Scheduling

You know your company objectives, now it is time to determine your guests desires. What would your guests enjoy? Brainstorm and perhaps even survey your employees. Would your group enjoy receiving recognition awards? Would they like to win prizes or enjoy live entertainment that will have them laughing and applauding?

Your event has limitless possibilities. It could be a theme night, a step back into the 1920s, the 1950s, even the 1970s. You could stage a Broadway musical, a murder mystery, or a safari. Think futuristic, historical, or wild west. Perhaps your guests would enjoy personal entertainment. Consider having someone analyze your guests handwriting and describe their personality. Would your guests enjoy a sit down meal or a buffet? What about an ice sculpture? A palm reader? Cocktails? Ice skating? Casino games? A Velcro wall?

Let your imagination run wild, confined only by what is appropriate for your company.

Remember, you want to provide an event your guests will want to attend so you draw maximum attendance and fun while achieving your company objectives.

Selecting Your Event Site

If your event is on site then you need to consider the decor of your room.

If it is to be off site then begin to compile a list of possible venues. After compiling a list of venues, send the sales department of each property a Request For Proposal (RFP) outlining the requirements of your Event. The RFP can include such information as the preferred dates for your Event (it is best to give a couple different possibilities), the number and type of sleeping rooms you require, the range of acceptable room rates, food and beverage requirements, a tentative agenda, and the amount and type of meeting space needed.

This information will help the hotel decide whether it is able to host your function according to your specifications. Be as specific as you can with regards to your budget. These individuals know what they can provide and how to cut costs to maximize your budget for your guests.

Based on the hotels responses to your RFP, narrow down the field and arrange to inspect the hotel or hotels you're considering. Things to consider during a site inspection: overall appearance of the hotel and its guest rooms, lobby, and meeting space; proximity to the airport and availability of shuttle services; attitude of the service staff; whether rooms have obstructions, such as pillars or overhangs that interfere with presentations and accessibility for people with disabilities.

If you cannot inspect the site in person, a detailed questionnaire will suffice. Also, many hotels have web sites that include layouts of their meeting space.

The earlier you book your site the more options you will have. After determining whom best will serve you, negotiate a written contract that outlines everything! The guest room commitment, room rate, complimentary accommodations, reservation and deposit procedures, method of payment, banquet space, and cancellation policy.

Creating An Entertainment Schedule

Entertainment is very important to most corporate events. Entertainment can provide a group experience that will later be talked about and remembered fondly for years.

Ask yourself, what type of entertainment would your group enjoy?

Would they like to:
• Laugh?
• Participate on stage?
• Should the entertainment be novel so it will attract a bigger turnout?
• Does your entertainer have Radio or TV credits?

Someone who:
• Is known to your guests is more impressive.
• Is the entertainer “corporate safe” or non-offending?
• Does your entertainer provide his own production? If so, you will saving money on any rental!
• Do you trust the entertainer?
• How many years experience does he have?

As soon as you have determined your suitable entertainment, confirm your agreement in writing. Make sure everything is spelled out: venue, date, time, length, what they are providing, etc.

Once again, the earlier you plan the more options you will have available. Entertainment and venue agreements should be your initial priorities for a successful program.

Outline Your Event Schedule

Refine your desired schedule of events. Determine your specific times. Will there be a social hour? Will there be a meal served? Banquet style or sit down? Cocktails? Type of entertainment? Which entertainers? Awards ceremony? Prizes? Music? Dancing?

Determine your specific events program remembering that your program may not stay on schedule, so allow extra time for each phase of your event. Schedule the vendors that you have agreements with at the appropriate time to make your event a success.

Establish your schedule and begin to fill in the specifics with regards to what your budget allows. You will be sharing this schedule with your event’s property convention or catering manager.

Venue: Food and Beverage Schedule

After the venue contract is signed, your meeting file will be turned over to the property's convention or catering services manager. Think of this person as your in-house meeting planner, the person who, from now until your program ends, will coordinate all your needs and serves as a liaison between you and other departments within the property.

Leading up to the meeting, you will be confronted with countless details. Among the possible details:
• Transportation.
• Check-in times for your guests if the event is being held off site.
• Agenda. As the meeting nears, a schedule of meeting-related activities and food-and-beverage functions should be drafted and shared with the convention services manager.
• Banquet-room setup
• Audiovisual. Well before the meeting, talk to the catering or convention services manager about your requirements and how the equipment should be set up.
• Do they provide a stage for awards and entertainment? What about a dance floor?
• Food and beverage menus should be discussed and confirmed.

Standing Room Only - Maximizing your Attendance

It is now time to begin promoting your event to your employees. If nobody attends, all your work and your companies objectives go unsatisfied!

Earlier you determined what your guests would enjoy. Now it is time get the word out and let everyone know they will have a terrific time!

If you are providing a theme event, let them know! If you are having a elegant dinner, get the word out! If you are having a celebrity entertainer, publicize it…your employees will line up for your event! If you are giving away prizes, tell them what kind. Let them know what to wear. Are children invited? Where should your guests park? If the site is unfamiliar to the guests, a map with directions should be drafted.

Utilize every aspect of your event schedule to maximize your attendance! Get your employees excited! Otherwise, the audience, whether employees or their guests, will regard it as just another occasion they're obliged to attend.

Utilizing these techniques you will not have that problem. You will have a large attendance that is excited for your terrific program!

Delegating - a Necessity

In order to make your event a success you will enlist the aid of many individuals. You will need assistance prior, during and following your Program. Draft a task list that lists every job and it’s time frame. Delegate these tasks to committees or individuals.

Plan for every detail and communicate your needs to all committees, support staff and vendors. If you have any questions, needs or concerns now is the time to take care of them.

Your Event Success...The Big Day!

Your day has arrived and all your effort will soon be realized! Rely on your support staff and committees. You as the director of the event should keep your schedule clear so you can deal with any last minute situations that may occur. Murphy’s law will always try to catch you unprepared, however, you will be ready to head off any problems and present a terrific Corporate Event!

As you are seeing your event come to fruition, you can take pleasure in the fact that your work place will be enhanced, your employees feel appreciated, and you are contributing to the overall success of your company!

Congratulations, you have coordinated a successful event even on a tight budget! It will be an event that will achieve your company objectives and satisfy your guests desires.

Congratulations on a job well done.

Resources

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A Professional Event Planner Can Help
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Professional event planners know the ropes. Their experience and creativity can help make any event a success and can be especially useful in overcoming unforeseen obstacles.

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Contacting Prospective Event Planners
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Several companies can provide you with event design, coordination, theme, decor, entertainment, equipment and execution of your event. You may retain them for some or all of your event coordination. In your local area you will find these vendors in the phone book under entertainment agencies or meeting planners.

When you enlist the services of a company you should investigate each company and individual planner so you are retaining the services of the company that will best serve you.

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What to Ask Your Prospective Event Planner
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When interviewing event planners for your project, you might ask some of the
following questions:

1) How long has your company been in business? How many years of experience do you have in planning special events? Do you have photos documenting your work?
2) Are you fully staffed? How many employees do you have?
3) Can you be reached on weekends and after hours?
4) Who will be the contact people for my event?
5) Will someone from your staff be onsite during my event?
6) What is your schedule of payments? Are tax and gratuity included in your proposal?

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Your Next Step
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You may contact us to request full information about the Erick Känd Corporate Programs, including demo video of his Stage Hypnosis Show, and to determine if we have open dates available for your organizations performance. We will be happy to answer any questions you have.

I thank you for your request of this special report and if we currently work with you, I hope you have found some valuable ideas. If we have not yet started to work together, I hope this is the beginning of a long and mutually beneficial relationship that creates the highlight of your organization’s calendar, even on a tight budget!

Best Regards,

Erick Känd

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Representing Corporate Entertainer Erick Känd

Helping You Make Your Corporate Event a Success, Satisfying Executives And Staff!

Hypnosis Events, LLC
Office: (727) 403-0639
Fax: (727) 784-3352
Email: Erick@HypnosisEvents.com
Website: www.HypnosisEvents.com

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ABOUT THE ERICK KÄND COMEDY HYPNOSIS SHOW

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What Your Get
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A screaming, hilarious, audience participation show of full entertainment!

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What Happens
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Volunteers are hypnotized and put into hilarious fun routines that are not embarrassing or offensive!

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Show Environment Requirements
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This is a full length entertainment program. Performance area of approximately 24' wide by 16' deep. Typically presented on stage or riser in hotel banquet room.