Thinking about planning a corporate event in the Houston area? There is a lot that goes into a successful event. Sometimes it can feel overwhelming just to get started. With so many options for venues and event types in Houston, there is certainly a lot to choose from.
However, planning corporate events does not need to be stressful. As long as you take things one step at a time, and understand your goals, then corporate event planning can be fun. This guide will walk you through everything you should keep in mind to plan a successful, and memorable, corporate event in Houston.
The Various Types of Corporate Events
The first thing to determine when planning a corporate event is what kind of event you wish to host. There are many different types of corporate events, each of which serves a different purpose. Before anything else, ask yourself what your goals are for your event. And who is the event intended for? These questions provide clarity when you eventually start focusing on the finer details of your event.
Corporate events can serve many different purposes. Sometimes they are intended to show appreciation for employees or customers. Sometimes they are educational events, like seminars or training/development sessions. Corporate events can also be commercial, aimed at selling products or services, or networking. As you might imagine, the purpose of a corporate event can drastically alter plans for the planned venue, activities, and atmosphere.
Parties
Parties can be held for any number of occasions: to celebrate holidays, milestones, retirements, or anything else worth celebrating! Parties are a great opportunity for employees to socialize and have fun, and for employers to show some appreciation. The theme and tone of corporate parties may vary depending on company size and workplace demographics. Ultimately, the goal is to be less formal and to provide a fun, memorable time.
Awards Ceremonies
Awards ceremonies are an opportunity to show appreciation and recognize specific achievements in the workplace. These events are typically on the more formal side and are usually held at venues like restaurants or banquet halls. Some of the things to keep in mind when planning an awards ceremony are catering, venue size, and audio-visual equipment setup.
Team-Building Events
Team-building events can take many different forms. They can be fun and informal events, or they can be more structured professional workshops. A good example of a fun team-building event would be an escape room.
Regardless of the tone of the event, the goals of team-building events are to build camaraderie, stronger communication, and better overall working relationships. The Houston area has many great venues available that can host engaging, memorable team-building corporate events.
Customer/Employee Appreciation
Customer or employee appreciation events can sometimes overlap with other categories, such as parties and awards ceremonies. But appreciation events can also be something like a day at the Houston Zoo or the Space Center Houston for employees and their families. The goal of these events is simply to show your employees or customers that you value them and want them to have a good time.
Networking
Networking events are typically semi-formal and are intended to provide a space for professionals in the area to make connections. Networking events are typically held in casual, centralized settings that are easy to get to. A restaurant or brewery in downtown Houston would be an ideal venue for a professional networking event. This provides a convenient, laid-back location for all who wish to attend.
Product Launches & Grand Openings
A product launch or grand opening can build excitement and anticipation for a business. The tone of these events will vary depending on your business goals. Typically, the intent is to generate anticipation and highlight what the company has to offer. Grand openings can be festive occasions, featuring presentations or entertainment. Or they could be more formal, focusing on a more subdued and informative presentation for the business.
Educational Events
Educational events include seminars and conferences. These events are typically held in large venues like hotels or conference halls. Planning these events can involve a lot of different steps, depending on the event size. These steps include finding a suitable venue, inviting engaging speakers, and providing a space for clear, professional presentations. Larger events might also require things like catering and lodging for attendees. Luckily, downtown Houston is home to dozens of excellent hotels that can accommodate even the largest professional conferences.
Fundraisers & Charity Events
Charity events and fundraisers are usually formal events with a focus on audio-visual presentations. Because of this, these events are usually held in venues like restaurants or banquet halls that can accommodate such presentations while also seating a high number of attendees.
Tips from a Houston Corporate Event Planner
Still nervous about your corporate event? Here are some pro tips from your local corporate event planner to help guarantee a successful event.
Know Your Audience
Think about who your event is for. If you’re planning an employee appreciation event, consider the interests of your team members. If you have a lot of sports fans at your company, you might arrange for an outing at an Astros or Texans game. Or if a lot of your workers have families, a day at the zoo or an amusement park can be a great idea. Cater your event to the specific people who you want to be in attendance.
Set a Budget
As an initial step when planning corporate events, set aside an appropriate budget. Spending too much on a corporate event can end up doing more harm than good for the company. That does not mean you should be cheap! But you should calculate how much you can afford to spend on your event and stick to that figure throughout. This enables you to identify top priorities for the event and allocate spending accordingly.
Choose a Proper Venue
There are several important factors to consider when choosing a venue. First is the venue’s size and layout. Can the venue hold enough people, and is it an appropriate setting for your event type?
Venue location is also important. Your event should be held in a convenient and accessible location for all attendees. For instance, a downtown Houston location should provide easier access to large events.
If your event will feature speaking, presentations, or entertainment, you should also consider things like acoustics and A/V setup. Can the venue easily accommodate all of the A/V equipment you need? How can you use the space to optimize your A/V presentation?
Stick to a Timeline
Project planning always requires a timeline. That’s no different for event planning. Plan ahead and set time-sensitive goals when planning larger events. For instance, set a date by which you should have a confirmed venue, or by which you have the event theme planned out. Setting and sticking to a schedule can greatly reduce the stress of planning any type of event.
Go the Extra Mile
Last, but certainly not least, never be afraid to go the extra mile when planning a corporate event. If you are able to add a little extra flare to your event, whatever that may mean, then go for it. This can make your event more memorable, and even provide inspiration for future corporate events.
Need Help with Houston-Area Corporate Event Planning?
Premier Sound & Lighting is a full-service corporate event planning company run by active members of the Houston community. If you need help setting up your next event, we are the corporate event planners you can trust.
From equipment rental and setup, we can help you every step of the way. Contact us if you have any questions about planning corporate events in Houston.
