Whether you are planning an international event, a team building or a corporate gala in Singapore, you have to be aware of a few key essentials. What is the theme going to be? How are you going to hire caterers? Would you have to obtain special licenses like the ones needed for firework shows, advertising or a construction permit?
Singapore has a couple of regulations and cultural specifics that an event company will be aware of. If you don’t have a lot of experience managing an event in Singapore, you may want to keep the following essentials in mind.
You are not depending solely on yourself when planning an event. Your event management company in Singapore should emphasise that finding reliable vendors is one of the most important tasks pertaining to the organisation of the event.
The right vendors for one type of corporate event aren’t going to be ideal for another corporate occasion.
For a start, vendors in Singapore are required should have been registered for a period of at least two years. This is the first line of vetting you can rely on to shortlist a couple of companies to eventually partner up with. The portfolio of the respective vendor is also very important. Make sure that they specialise in the type of corporate event or the specific service that you’re looking forward to.
Look for online reviews and testimonials. These will give you a good idea about the interactions that others have had with the respective vendor. Getting a personal recommendation will be even better because you’ll get the opportunity to ask specific questions.
Finally, don’t underestimate the experience of your event management partner. These professionals establish and nourish relationships with some of the best vendors out there. Thus, a recommendation coming from your event planner is going to be much more beneficial than any other suggestion you’re going to get.
Whether you plan to have speakers or an entertainer, you will have to make sure they’re available for the respective date in advance.
Things will be a bit more challenging if you are inviting an international speaker over or if you want to rely on technology to have a virtual speech or a workshop during the event.
In the first case, you’ll have to book a flight and plan for the accommodation of the speaker. When the second scenario is chosen, your task will include ensuring you have the technology required to establish the digital connection, to have clear audio and video.
You will also need to discuss whether the speaker’s participation is free of charge or you will be paying for the engagement. The payment has to be agreed upon before the event an agreement will usually be signed with the speaker to give all parties involved peace of mind.
A final option is providing a personal guide to guests of honour and speakers. This is an especially good idea whenever participants in the event are coming from another country and spending more time in Singapore. The personal guide will show them around and make sure that they arrive on time to the event venue.
The event management team will tell you that managing the guest list is one of the most challenging aspects of planning a corporate event. It will determine just about every other aspect of the occasion – the selection of the venue, security measures, the budget, the effectiveness of fundraising efforts and the ambiance.
The specifics of the event will determine who’s going to be a suitable guest. Some corporate events are open to a general audience. Others are much more specialised and tailored to the needs of business partners, clients or potential investors.
It’s also possible to have multiple guest categories. If this is the case, planning the corporate event will be more challenging. You will need a master guest list, the right software to process it and excellent data processing skills to make updates whenever these are necessary.
When the guest list is finalised, you will have to reach out to people. Many businesses already complete the process electronically but some may still prefer sending an invitation and an RSVP card via mail. The nature of the event and the theme will be determining for the contact method that will be deemed most appropriate.
You will also have to decide whether you are going to dedicate a budget to advertising and reaching a big number of eventual guests. If you’re planning an event that’s closed to the public and that’s based on a limited guest list, such efforts will not be required. Alternatively, you may want to consider investing at least a modest amount in carrying out an online advertising campaign. Spending some money on the advertising could make all of the difference in a world between a popular event and a huge failure.
If you’re already feeling confused and overwhelmed, you’re not alone.
Planning a corporate event is far from an easy task because it involves numerous steps. Some of them could come with eventual complications and surprises. If you don’t know the niche and you lack the experience, you risk running into a serious problem shortly before the corporate event is scheduled to occur.
Partnering up with a Singapore event management company with experience both locally and globally is a good idea, whether you plan to have thousands of guests or you’ve invited a small VIP group of clients.
Professional event management pays off. First of all, you will be getting access to the best services via careful vendor selection. In addition, event managers could ensure the selection of the ultimate venue, even during busy seasons.
A professionally-planned event will have a positive impact on the reputation of your business. It will give you a chance to establish a certain reputation, which is why every detail will matter. An event planner will understand your idea, stick to your requirements and deal with every single detail that you simply will lack the time or the knowledge to handle.
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