Organizing a corporate event requires a significant amount of time and energy. Recall the last event you attended for work – was it relevant to your job or did you leave questioning why you wasted company time? After spending what seems like a lifetime scrolling through reviews of caterers and holding weekly meetings with a planning committee, the last thing you want is for the purpose of your meeting to be brushed over and forgotten within a month. Follow the Lake Granbury Conference Center guide to make your next meeting an affair to remember!
PREPARATION IS KEY
When should the actual event organization start? As soon as you decide you want to host a meeting. Waiting until the last minute to set concrete plans will ensure your guests leave with less of an impact. Of course, you can still have a great event that was planned in a short amount of time, but the goal here is to make the event as impactful as possible. Figure out how far in advance you need to start planning by multiplying the length of your meeting (in days) by 30. If you want to plan a 2-day corporate meeting, you will need to start planning 60 days (2 months) in advance. Congratulations! The fact that you’re reading this is proof that you are devoted to planning a phenomenal gathering.
Don’t let the responsibility rest solely on you or your team. Selecting the right venue can be extremely helpful with the logistics of your meeting. Our goal at Lake Granbury Conference Center is to make the task less daunting for you. Not sure what food to serve your guests? Allow us to send you a list of caterers we have previously worked with. We can also send you information on vendors that we know will do an outstanding job at making your gathering a success. Check out the Specs & Amenities page on our website to find out what complementary equipment we offer with facility rentals.
DETERMINE A BUDGET
Before you make too many arrangements for the event, you will need to speak with whoever is in charge of allocating the finances for corporate events at your company to determine your budget. The limits that come from a strict budget can make an event seem out of reach, however, that may not be the case. Ask your venue about deals they can offer, such as special pricing for events taking place during the week versus during the weekend or special vendor prices when you select a vendor through the venue. In fact, Lake Granbury Conference Center offers all of our guests varying discounted facility rental rates when you book hotel rooms for the conference-goers. We also offering discounts to local non-profits. Do not let a seemingly small budget stop you from requesting a proposal from a venue or vendor.
CREATE A CLEAR OBJECTIVE
If you’re planning a meeting for your company, there must be a reason for the event. Before you get too invested in other aspects of the planning process, sit down with the key people from your company that will be helping you execute the meeting. Talk through everyone’s goals for the event. The sooner you can pinpoint one main focus of the event, the easier it will be to make other event decisions that will arise in the planning process. Once you have the objective planned, it’s time to start creating an outline for the event.
CHOOSE A LOCATION WISELY
Your choice of location is going to be one of the most important details if you want to guarantee your employees leave feeling accomplished and inspired. Studies have proved that a new location can have a positive impact on what knowledge we retain. Unfamiliar locations can also open up our creativity and will encourage new ideas. Natural daylight has been proven to increase productivity. Help conference-goers stay focused and energized throughout the conference by choosing a location with plenty of windows, offering natural daylight. Our conference center was designed with conference attendees in mind. The large windows in each of our rooms look out onto Lake Granbury to inspire our guests. Many adults learn best through personal interaction. Consider making hands-on or otherwise engaging workshops account for at least 25% of the conference. Professional meetings often break up speaker-heavy agendas with team exercises that give room for creativity and collaboration amongst peers. The Lake Granbury Conference Center has 10 spacious meeting rooms and a scenic outdoor boardwalk.
Planning an event can be an intimidating chore, but don’t let that fear hold you back. Corporate events are a great way to boost company culture and introduce new concepts for your team. With careful planning, we have confidence that your event will be a hit!