Have you unexpectedly been given the responsibility of planning a last-minute corporate event? If you’re tasked with planning a large-scale event in a week or two, you’ll have very little time to put everything together before the big day. From booking the venue to arranging mobile banquet tables, preparing attendee lists, and selecting the menu, there’s a lot to do.
Moreover, you don’t want to fall short on any front. Be it a trade show, product launch, or professional conference—you’ve got to get everything right. You’ll need to channel your event management grit by involving your team in extra planning and proper coordination.
In this article, we’ll discuss how you can host a last-minute large-scale company or corporate event.
#1. Get Banquet Tables
Food layout is perhaps the most crucial aspect of event planning. Unfortunately, it is often overlooked as people focus more on the menu, budget, and logistics.
Where would you place all these food items? Well, for a successful large-scale event, you’ll need to get mobile banquet tables to ensure the food is easily accessible. With a few of these, you can transform the setup of any event by using them as a live food station.
The best part is that these tables are quick to assemble and will be perfect during a time crunch. According to Rosseto Serving Solutions, with a Modulite modular product, anyone can easily set up the table within minutes due to the easy snap technology. It’s also durable, heat resistant, and requires minimal storage space.
#2. Set a Budget That Seems Realistic
The first thing you’ll need is to set a budget for this last-minute corporate event. Reports suggest that corporate event spending increased by 83% in 2023. Hence, you’ll have to set a budget that aligns with the requirements of the venue, decorations, caterer, etc.
What you can do is collaborate with the budgeting team to ensure there aren’t any surprises. With their help, you can ensure that your event expenditure doesn’t go over the money the company has set aside. Remember to channel your budget management skills, as well.
You can figure out a few estimates, refer to last year’s budget, and plan a new one. On average, corporate events can range between USD 50 and USD 70 per attendee. Industry leaders also mention that you should keep 25% of the budget as a contingency.
Budgeting Tips for Last-Minute Event Planning
Do you want to save time while budgeting for a large-scale event? In that case, you can ask your planning team to follow these smart tips:
- Prioritize essentials and get rid of non-essentials.
- Look for discounted supplies and services.
- Choose a centrally located venue to reduce transportation costs.
- Go for digital invitations.
- Utilize social media platforms for promotion.
- Rent out basic equipment.
- Get help from colleagues to save on staffing costs.
Remember to strategically spend the money, even if you cannot plan out every detail on such short notice.
#3. Recreate the Food Menu From Previous Events
Have you hosted a corporate event before? In that case, you’ll probably have a list of catering services you can choose from to save time.
On average, this market is expected to reach USD 124.36 million by the end of 2032, growing at a 6.2% CAGR. IBISWorld reports that there are over 90,000 catering businesses in America. This popularity means that you can even choose a different company to trust with last-minute preparations.
When it comes to food, you can simply repurpose and combine the previous menus. The simple food ideas include cauliflower fritters, meatballs, tortillas, fresh fruit salad, beverages, grilled chicken, beagles, muffins, etc. Remember to replace any mediocre dishes and ask the catering company to tweak some recipes.
#4. Figure Out the Event Logistics
Collaborating with an event planner on such short notice can be hard. That’s why you’ll have to handle all the event logistics during the planning process. Ideally, large-scale event logistics will involve things like:
- Lodging
- Security
- Transportation
You’ll have to go through last-minute communication and coordination with all the event partners and vendors to get everything right. To get the best results, you must be highly organized and channel your multitasking ability.
Can Event Management Software Help?
In 2022, the event management software market was valued at USD 6.97 billion. Now, it’s expected to grow at 12.5% CAGR between 2023 and 2030.
Using these popular tools can help streamline the event logistics. You can integrate this with other services like travel arrangements, on-site transportation, etc. Moreover, you get to track guests, allocate lodging, and get real-time updates.
For those exploring different software options, it’s worth taking the time to check out Bizzabo alternatives that may offer unique features or fit different budgets. As the market evolves, more alternatives are emerging that cater to various event management needs.
When it comes to security, an event management tool can help you monitor access points, schedule staff, and manage emergencies. All these will come in handy during your last-minute preparations, as the tool can manage complex event logistics efficiently.
The Bottom Line
Reports suggest that the global events industry is expected to grow at a 12% CAGR between 2023 and 2032. By then, it’ll reach USD 1,752.90 billion.
With the rise of this market, it has become quite common for companies to host large-scale events. However, when it comes to last-minute preparations, event planning can get a little challenging.
Hosting corporate events on short notice requires careful consideration of the tips mentioned in this article. Remember to set realistic budgets and figure out the event logistics. Once done, you can recreate previous food menus and place them on portable banquet tables.
