Planning a corporate meeting involves many things including finding a corporate meeting space, finding vendors to food and beverages, and making sure the sound system and video technology is available and working properly. All of these things will be covered in this article.
We are Tarrant Events Center, serving the Greater Fort Worth area. Call us to arrange for a tour of our event center, at which time we can answer any questions you might have about corporate events and corporate meeting rooms.
A checklist of things to do in planning
We can’t cover them all in one article, but the key tasks to be taken care of when planning corporate events would include:
- Finding an adequate corporate meeting room/space
- Decide upon a date
- Identify the goal of the meeting
- Assign responsibilities
- Determine the budget for the meeting
- Send out invitations to the event
- Decide on floor plan
- Decide upon vendors for food and beverage
- Decide on how to decorate
- Make sure audio/video equipment is working properly
This is an abbreviated list, of course. There is much more that goes into planning such an event, but this will put you on the right path. Let’s talk about a couple of these items in a bit more depth.
Adequate meeting space
Many corporations have their own meeting space/conference rooms, but for the purpose of this article, let’s assume that those conference rooms are not adequate for the event you are planning. There are dozens of event room rental venues in any city of decent size, so start your search early for the right space for your event.
Reserve date early
Play it safe and reserve one year in advance if possible. The good event venues fill up quickly. The other advantage to reserving early is that you lock in on a lower rental price in case the event center raises its prices prior to your meeting.
Floor plans to meet the goals/vision of the meeting
You have a vision of your corporate meeting, and that vision depends, in part, upon a floor plan which meets your needs. A word of caution: some venues only have one floor plan, unlike Tarrant Events Center, which has ten floor plans to choose from plus a moveable stage.
Work within a budget
For your information, the cost of event space rentals ranges from approximately $500 per event to as much as $10,000. Stay within your budget; there is a space you can afford; you just have to find it. Tarrant Events Center costs from $850 to $2500, depending upon half-day or full-day rentals and the day of the week for your event. The half-day option might be something for you to consider if your budget is tight.
Vendors and decorations
Negotiate for your own vendors and decorators. You’ll save money doing so.
Audio/video/WiFi
Tarrant Events Center has a state-of-the-art sound system, six huge video monitors, and WiFi. Don’t settle for anything less than that for your event.
A word about Tarrant Events Center
Locally owned and operated, we offer a wide range of amenities, all inclusive pricing, and indoor and outdoor event space. Call us for more details about our sparkling new event center.