Have you been charged with throwing a business party for your office? It might sound like a piece of cake, but planning a professional business meeting, party or other type of gathering can be a lot of work if you don’t know how to get organized. There are a lot of moving parts involved in planning an event at your local New England conference center, but once you gain some insight into everything that needs to be done, it will get a lot easier. Whether you are planning a party as part of a team building conference or as a stand-alone event, you will need to start by securing a conference hall rental at a venue that can handle you and all of your guests.
What Kind of Event?
The best place to start is in identifying what type of event you will be planning. Different types of events will require different vendors and different plans of action in order to take care of all the details. Once you identify what type of event you will be throwing, you can start making your plans at the local New England conference center. Below are some examples of typical business events that we see at The Crystal Room Conference Center in Milford, MA. They range from being totally professional events for staff only to more casual events that can include friends and family, as well as special events for clients, colleagues and business partners.
- awards ceremonies
- recognition or accomplishment celebrations
- holiday parties and gatherings
- just-for-fun parties
- charity or community functions
- team building conference activities
- employee family gathering
- client appreciation events
- professional business meeting
- workshops and seminars
- industry networking events
What About a Budget?
One of the first steps that you must also take is to create a budget. Speak with your boss, supervisor or financial department to find out how much money is available to host your event at the New England conference center. Get costs for the venue, for catering, for entertainment, for any favors or prizes you want to give out, awards and recognition certificates – whatever you might need to pull of this event. Find out if anything is included in the cost for the conference hall rental, such as tables and chairs for a banquet, linens or even basic refreshments. The event coordinator at the facility should have a price sheet ready for you with any extras you might want to include.
Don’t forget about important costs, such as designing and printing of invitations, programs or tickets. Equipment rental fees for tech equipment at the venue, supplies for name tags, markers and decorations. If you are going to do table decorations, consider establishing a theme for the night’s events. Even if it just a color combination, such as a black-and-gold affair, it is good to know that information ahead of time. Any gifts for guests, speaker fees, lodging and travel costs, and of course taxes and gratuities, should also be included in your list of costs that will need to be considered.
What Kind of Vendors?
Once you choose the conference hall rental venue that you will use for your business event, you can start hiring vendors. Speak with the staff at the New England conference center to find out if they have a list of preferred vendors that have already been vetted by their staff and approved for work at the facility. This can sometimes save you a lot of time interviewing potential vendors and can even save you a lot of hassle regarding insurance, contracts and venue approvals.
- Think about what you want to have at your party, team building conference or professional business meeting. Do you want entertainment? What about a live band, DJ, respected keynote speaker, magician, juggler or comedian? How about catering?
- Make sure to speak with the conference center about any options for in-house catering, which can save you more time and money, as well as any audio-visual tech equipment they may have for showing videos, playing music or assisting emcees during the event.
- Depending on the nature of the event, a photo booth rental or photographer might also be in order. Make a list of the things you may want and discuss them with the event coordinator at the venue and get pricing to see if you can fit them in the budget.
- Decide whether you want to serve cocktails, have an open bar or create an alcohol-free event for your professional business gathering. Get costs for all options and speak with your legal department or a supervisor to get input about this option.
Contact The Crystal Room Conference Center
Whether you are planning a small, professional business meeting or a large-scale team building conference and expo, you can count on the conference hall rental options available at The Crystal Room Conference Center in Milford, MA. Our team of highly trained and experienced event planning coordinators can help you get all of the details checked off your list for your next big event at our newly renovated New England conference center. Give us a call at 508-478-7800 for a FREE estimate on any of our services or to schedule a tour of our facility.