You need no more proof of the importance many companies attach to planning and staging successful corporate events than a look at the number of businesses now working in what has become a fully-fledged business sector in its own right.

So when you are handed the task of bringing together all the elements which go into putting on an event which your employer hopes will be a positive advertisement for themselves, then… no pressure, right?

To help you make sure your event runs more smoothly from the start, we have brought together a list of tips and points to consider which, if followed, should help you avoid most of the potential pitfalls.

1. What type of event is it? Are you looking to stage something which promotes your business and its products or services, or is it designed to be a ‘thank you’ to your staff, suppliers or customers?

Whichever of these is the main purpose of your event, you will need to make this clear right from the outset, and before you even start drawing up your guest list.

2. If your event is commercial in nature, for example, is intended to promote a product, Deskdemon.com reports that it is considered acceptable to make a small charge for refreshments, as this will avoid the implication that you are merely looking to ‘buy’ publicity and other benefits which may stem from exposure to an influential audience, and wining and dining them when you have them as a ‘captive audience’.

3. If networking and giving people the chance to introduce themselves to each other is an important element of your event, you might find it preferable to arrange a number of meetings to which you invite a limited number of guests, rather than a single big event, to give your attendees the best chance to reach out to the people who matter to them, without the whole event turning into a glorified scrum.

4. Set a budget and stick to it. It can be so easy to want to put on a good show for your guests that you lose sight of how much it all costs. Set aside a certain amount to cover each of the major fixed costs, such as venue hire and speaker costs, and don’t forget that you may need to provide accommodation for guests who will have to travel long distances to your event. Liaising closely with external conference organisers, who have experience of staging such events, can be useful to this end.

5. Set your date early to avoid potential clashes with other events, and ask those whose attendance you consider most important to set aside the date as far as possible in advance, as they may have to choose between competing events.

6. Define your target audience, and draw up a list of objectives for the event, as these will both make it easier for you to organise a gathering which people will actually find productive.

7. If possible, visit your shortlist of venues in person, so you can discuss your exact needs with the on-site events team, as they will be keen to put their experience at your disposal.

8. Consult with the team at your chosen venue well in advance over housekeeping requirements, your programme, and take their advice on whether your planned schedule is practicable.

9. Research all the available means of transport to the venue, and provide full and up-to-date information to those attending, so that, if possible, they can choose the means of getting to the event which is most convenient for them.

10. Prepare feedback forms and put a page on your website where those who attend can provide their views, as these might produce some useful insight to help you plan similar future events.

11. Decide the internal layout of your venue and discuss with the management what equipment they will provide, and what you may need to source yourself.

12. Have conference programmes produced professionally, if necessary, but if you are intending to provide such resources online only, be sure that your guests know where it can be found.

While these are the major considerations you should have to take into account, others will no doubt arise during your preparations.

The most sensible solution to help you avoid missing any detail is to use the services of the conference and events specialists who are integral members of the hospitality teams at most major venues.

By calling on their experience, you will find that you leave the smallest possible risk that a major facet of your organisation will be overlooked.

Start your planning today by consulting one of our advertisers. They are standing by to offer you the benefit of helping stage successful events, and will be happy to let you tap into their knowledge.