Corporate Event Management Tips Guide: Planning and Organizing Corporate Functions

Great planning can make or break a great corporate event.

Events can grow your business or organization and bring in a lot of profits, providing a great venue to establish and develop relationships, communicate updates and news.

Proper event management is important to avoid planning pitfalls so you do not wind up with a boring event or a wasted opportunity.

Here are 15 Tips for Corporate Event Planning:

1.  Type of Event?  Is it a Holiday party, product launch, stockholder gathering, or regional meeting?  The answer to that question will affect the overall direction your event will go.  The event theme, budget, and venue will all depend on this.  Party ideas and themes will only thrive if the event is the right type.

2.  Date of Event?  When organizing events, making sure the date is perfect.  Brainstorm different potential conflicts and holidays that may clash with your event and plan around them.  Have the guests and their travel arrangements in mind so you do not inhibit people from coming by planning it at a time where people would have to battle traffic.

Contemporary Acrylic Lectern

3.  Purpose of Event?  Without having a purpose to the event, you could waste a lot of time and money for something that creates zero value.  What are your goals and objectives for this event?  Having a defined purpose to the event will help your planning team.

Having a purpose for the event is one of the Four Pillars to a great event: 

1. Great food
2. Great entertainment
3. Great social time
4. Great value in fulfilling purpose of event.

Wireless Presentation PA System

4.  Make sure you have the proper audio visual equipment.  Having equipment with professional quality and a professional look will make your event stand out in the minds of attendees.

Will your event have a Keynote Presentation? Elegant events need an elegant lectern.  AmpliVox offers several lecterns with wireless sound systems built in, allowing speakers to project their voice over the audience.

Will your event need a sound system?  Do you need to project emcee's voice or play music during your event?  Are there instruments that need to cover a large area?  The AmpliVox Digital Audio Travel Partner Package is a great option that can project to an audience of 7,500 people through a variety of inputs: up to 8 wireless microphones simultaneously, several different music inputs (iPod, CD Player), and allows musicians to plug in their instruments effortlessly.  The iPod Portable PA System is able to hook up a projector and allows users to control the built-in DVD player with the remote control.


5. Does your event need entertainment? Depending on the nature of your event, it may be beneficial to hire a musician, comedian, DJ, or a celebrity for your event.  Choosing the right entertainer will help boost attendance numbers and make the event a great memory for those who attend.

6. Are you expecting the unexpected?  Being prepared for an emergency and having a Plan B for weather is important when planning a corporate special event.

The Radio Hailer Emergency Communication System allows you to use your portable 2-way radio, base station or mobile radio to deliver live voice messages directly to a PA speaker up to 1 mile away.

7. Would signage benefit your event?  This could be a valuable branding opportunity where you could increase your exposure and even include a call to action like a text-donation if you are a non-profit, or invite guests to like your Facebook Page.  Signage and branding is one vital part of a corporate event that should be at the top of your checklist.

Automation is a planner's best friend!

8.  Automate as much as possible.  Use event planning software like EventBrite or EventPro to help you with many parts of an effective event planning process for your corporate event.

9. All hands on deck!  It is better to have too many people helping out at an event than too little.  With potentially thousands in attendance at corporate conferences, being overstaffed is to be preferred over being understaffed!


10.  Test technology beforehand to make sure it is functioning properly. Make sure all of the different systems you will be using are functioning like they should be.  Also make sure the speaker placement of the PA system broadcasts your sound in the right direction to prevent embarrassing feedback that may occur otherwise.

[ More Information: Pocket Guide to Optimal Room Set Up ]

11.  Be wise about food.  Do you need a whole meal or just dessert?  Are you planning for certain dietary restrictions that guests may have?  Party professionals need to answer these questions and find good solutions to ensure their guests safety and enjoyment of the event.

12. Pick the right time of day.  Breakfast or lunch events are sometimes a better option than an evening event. A great example of this is the Business Breakfast Event called Social Media and the Art of Cause Marketing.


13.  Treat special guests respectfully.  If you have guests coming in to perform or give a keynote address, treat them like royalty and think through their entire schedule and how you can serve them and make their time enjoyable.  A favorable impression on the keynote speaker could pay surprising dividends in the future.

Victoria Multimedia Lectern

14. Be wise about downtime.  Avoid boring interludes.  It is a good idea to keep all corporate functions to an optimal length without a lot of downtime.  You do not want people to think your event is boring, or worse--that it is over before an important announcement or part of the evening.

Presidential Plus Podium

15.  Clarify Team Roles and Responsibilities.  It is a good idea for your team to review their specific duties before the event starts.  You do not want anything important falling through the cracks because of bad communication or a lack of understanding.

by Kevin Halloran

What did we miss?  If you have any more corporate planner party tips or suggestions and techniques for those in event services, please share in a comment!

Images Courtesy of Seth Lemmons, blupics
Related Pages:
Product: Multimedia Lecterns
Product: Battery Powered PA Systems
Blog: Custom Mountable Horn Speaker Systems  
Blog: 7 Tips to Make Yourself Look like a Professional Presenter

How to Use PA System Instructions Video

The purpose of this blog and instructional video is to explain the wide range of features on the Digital Audio Travel Partner PA System.

Here is a Table of Contents for easy navigation:
00:25  | Information Packet
00:54  | Accessory Box
01:44  | Features/Powering On
03:12  | Remote Control*
04:15  | Power Cord/Battery
04:32  | Microphone Options
05:25  | Wireless Headset Mic Setup
06:12  | Setting Wireless Frequency on Transmitter
07:50  | Lapel Mic
10:30  | Wireless Handheld Mic
10:55  | Changing the Wireless Receiver's Channel
12:22  | CD Player/USB Drive/SD Card
14:17  | Volume Level Adjustment
14:55  | Handle/Wheels/Durable Casing
15:33  | Explanation of Neodymium Speakers
16:30  | Four Status Lights at Top of SW915
17:28  | Use of External Devices**
18:35  | Wired Microphone
20:40  | Mic Level to Line Level
20:27  | USB to Computer/Laptop Connection
21:51  | Computer/Laptop to Headphone Jack Connection
23:30  | Quick Set up Guide
23:54  | Remote Control Pick Up Sensors
25:03  | Power Maintenance and Management
25:48  | Storage Tips

*Instructional Video:  Digital Audio Travel Partner Remote Control
**Instructional Video: Use the Digital Audio Travel Partner PA System with iPod
***How to Set Up Digital Audio Travel Partner Video

How to Set up a Portable PA System | Sound System Setup Instructions

Public Address System bundles are a great way to make your voice and message heard at a large gathering.  We know that some PA systems are not user friendly and difficult to set up which is exactly why we made setting up an AmpliVox Portable Sound System as easy as it gets.  Most of our products are virtually ready to use out of the box, but this page shows how to set up some of the larger systems with more pieces.

The Digital Audio Travel Partner PA System Platinum Bundle include our signature product, the Digital Audio Travel Partner PA System, and gives presenters speaker tripods, mic stands, extra speakers, and cases for the system.  There are three different bundles available.  Click on the link to view an informational video on the Digital Audio Travel Partner Loudspeaker PA System.  The video below explains how easy setting up a Digital Audio Travel Partner Bundle is.





The Wireless Voice Projector Kit SW227 is a stereo wireless speaker system combines our Voice Projector PA System with an additional speaker, tripods for the speakers, and a case to neatly store all of your equipment.  It is a 50 watt system that combines stylish speakers in black carpeted acoustic boxes in an easy to set up bundle.  The video below is set-up instructions on a wired model.





Sound Cruiser Mountable Loudspeaker Car PA System is a 50-watt system that extends your voice with power.  It easily mounts onto your car, truck, golf cart, or other vehicle with straps and suction cups so you can easily move it from vehicle to vehicle. Click on the link to see an informational video on the Sound Cruiser Car PA System.

Top 10 Hotel Management Tips for the Hospitality Industry

The Hotel Industry is a fast-paced, high-pressure environment that takes a whole network of workers and departments to keep everything running smoothly.

Serving a variety of purposes, hotels have the opportunity to provide customers with a great, memorable experience--or be a dark spot on an otherwise great trip.

Hotel managers have the task of ensuring customers are satisfied and overseeing all of the different activities and departments of a hotel: banquet hall, restaurant, conference center, tourist attraction, fitness center, spa/wellness center, and more.

Here are the Top 10 Tips for Managing a Hotel:

10. Build and lead a great team. As a hotel manager, you are only as good as the team around you.  That is why forming and fostering a great team is of utmost importance.

This means you need to hire people with the right skills, attitude and character that will help your team achieve your goals.

Focus on developing a company culture that reflects the goals of the company.  Connect with workers and be present in the life of the hotel.  As a manager, a compliment and a smile go a long way to developing a positive team environment.

9. Always learning and improving.  Hotel managers are often a jack-of-all-trades because their position forces them to be: business manager, recruiter, teacher, trainer, cleaner, crowd controller, bartender, the list goes on!

If you do not already have an attitude ready to learn and innovate, you need to work at developing that as quickly as possible.  Developing a keen eye to spot problems and areas of weakness will greatly allow your hotel to continue improving and ensure your ability to offer a satisfactory customer experience.  Taking hotel management classes or sitting through training may be the best options for those wanting to know how to manage a hotel.


8. Greet your guests. Be present to those staying in your hotel and take every opportunity you have to give your guests the impression that you are on their side, ready to ensure a great experience.


The classic rock song Hotel California captures the power of a good first impression of a hotel manager, "There she stood in the doorway // I heard the mission bell // And I was thinking to myself // This could be Heaven or this could be Hell."

7. Be Prepared for Emergencies.

The Radio Hailer Emergency Communication System

With the possibility of hundreds or even thousands of people staying in your hotel, it is important that you have a clear plan for emergencies.  This includes evacuation procedures clearly marked in each room as well as a communication plan for any type of emergency.

Because the availability of electricity is not always an option during these situations, it is important to have a communication channel that is not dependent on electricity.  A battery-powered Portable Public Address System is the perfect option.

The Radio Hailer Emergency Communication System from AmpliVox allows users to communicate over a mile and to an audience of up to 5,000 people, while the Safety Strobe Megaphone will record your emergency message and play it back amplified.

6. Strategic Business Relationships.  When running a business or organization, there is nothing as powerful as a mutually-beneficial business relationship.  Brainstorm partnerships you can form and benefits you can offer the potential partner, and then go for it!

Whether it be offering guests coupons to a local restaurant, offering discounts through tourist destinations, or partnering with local universities and corporations, strategic business relationships can be a powerful way to ensure a constant stream of people are coming through your doors.

5. Be internet savvy. There are several reasons why hotel and restaurant management professionals need to be web savvy.  

The main three reasons are: 

1. Hotel Marketing: All hoteliers want to know how to better market and brand themselves.  

• Using social media sites like Facebook, Twitter, & YouTube is great way to connect with potential customers.  An example of a useful YouTube video is to make a two-minute video that captures the top 5 reasons your hotel rocks!
• Make your website locally optimized for search.  This is an easy way to connect your hotel to those looking for a hotel in your specific area.  Submitting your hotel's address and website on Google Maps and Places will pay dividends for years to come. 

2. Customer Service: More and more hotel reservations are booked online.  For the convenience of your guests, offer online booking, and make sure your hotel is listed on sites like Expedia, Kayak, and Priceline.  Connect your hotel management system to your online booking program and you are able to automatically build an email list for email marketing.

3. Reputation Management: Often times a small fraction of customers who had a bad experience are more likely to write a negative review than the overwhelming majority who had a great experience.  This can pose to be a problem for those in hotel and tourism management.  Being aware of this and taking steps to fight this potential danger is imperative.  Try offering incentive for guests to review your hotel on Yelp, TripAdvisor, and other sites where reviews are posted and respond to certain complaints professionally.

The Victoria Lectern at Awards Ceremony

4. Have the right equipment. Hotels need to have the right hotel supplies to be able to maintain their business and daily activities.  It is important to have a hotel management software systems, transportation for airport shuttles, the right lecterns and podiums in your conference room, and the right public address systems within the hotel.

The Victoria Solid Hardwood Multimedia Lectern from AmpliVox is the perfect addition to any meeting or conference room.  The classic style, multimedia functionality, optional built-in sound system, and portability makes the Victoria a favorite among hoteliers and presenters alike.

Some guests look for any reason to complain--take that away by having the right equipment!

3. Boundaries.  Because being a hotel manager is a 24/7/365 position, you need to make sure you have the right boundaries in place so your job doesn't overtake the rest of your life.  You owe it to your family, friends, and health to block out time for important people in your life as well as time for yourself.

Consequences of a failure to set boundaries: being burnt out and not enjoying anything you do.




2. The customer is always right. Always!  Listen to complaints and don't just fix them, fix the root problem behind them.  Turn the weakness into a strength by using the complaint as an opportunity to improve the way your hotel functions.  Do everything you can to turn an upset guest's problem into a good story they will want to share of how you went above and beyond the call of duty to ensure their good experience.

How do you like being treated when you are a guest?


1. Have fun!  As a manager, it may seem like you have a never ending list of things to do.  Enjoy your guests, enjoy your staff, and enjoy your work.

Good attitudes rub off on those around you, and as a hotel manager you have a great opportunity to impact and influence your work environment and to foster hard work and fun.

Related Posts:
Restaurant Audio: Custom Mountable Speaker Kits
Restaurant Hostess Stands, PA Systems, and Valet Parking Stands

What are your most helpful tips? Leave them in a comment below!

Big Book of AV Tour 2012 Chicago Exhibitor

 AmpliVox will be at the Big Book of AV Tour!

Date: Tuesday May 22

Event Venue:DoubleTree by Hilton Hotel Chicago - Arlington Heights
75 West Algonquin Road Arlington Heights, IL 60005

If you will be there, stop by the AmpliVox booth to say hi!

Blog: Big Book of AV Tour 2010