How to Organize a Corporate Event in a Salon
However, planning a corporate event requires strategy, coordination, and attention to detail.
1. Define the Purpose and Goals of the Event
Before choosing a date, salon, or style, you must clearly identify the main objective of the event. Ask yourself:
- Is this event for training or education?
- Is it a celebration or appreciation event?
- Is it for networking or team bonding?
- Are you launching a new product or service?
- Is it an annual company meeting?
Having a clear purpose helps determine the event's format, the number of attendees, the setup, the schedule, and even the type of salon you need.
2. Set a Budget from the Start
A solid budget prevents unexpected costs and ensures smart decision-making. Consider including:
- Salon rental costs
- Audio and visual equipment
- Catering (food and beverages)
- Decorations and furniture
- Entertainment (DJ, speakers, activities)
- Staff or event coordinators
- Marketing materials
- Printing and signage
- Transportation or parking
- Contingency funds (always add 10–15%)
Knowing your budget helps you choose the right vendors and avoid overspending.
3. Choose the Right Salon for Your Corporate Event
Not every salon is suitable for corporate activities. Look for a venue that matches your objective and number of attendees. Consider:
Capacity
Make sure the salon comfortably fits guests and any extra equipment.
Location
Choose a location that is easy for attendees to reach, with parking or nearby public transportation.
Available Layout Options
Depending on the type of event, you may need:
- Theater-style seating
- Round tables
- Classroom or seminar layout
- Open floor space for networking
Amenities
Check if the salon includes:
- Tables, chairs, linens
- Projector, screen, microphones
- High-speed Wi-Fi
- Sound system
- Lighting options
Restrictions
Ask about allowed decoration types, noise restrictions, catering policies, and time limits.
A professional event salon should support every detail needed to run your corporate event smoothly.
4. Plan the Event Schedule in Detail
Create a schedule that organizes the event flow from beginning to end. Include:
- Guest arrival and check-in
- Opening remarks
- Presentations, speeches, or workshops
- Breaks or networking sessions
- Lunch or refreshments
- Activities or entertainment
- Closing announcements
- Clean-up time
A clear agenda keeps the event running on time and makes it more enjoyable for everyone.
5. Arrange Audio, Visual, and Technical Support
Most corporate events require technology. Ensure that the salon can provide or accommodate:
- Projectors and screens
- Microphones (wireless or lapel)
- HDMI/USB hookups
- LED screens
- Stage lighting
- Sound systems
- Charging stations
- Reliable Wi-Fi for guests
If you expect multimedia presentations, videos, or live demonstrations, always test the equipment beforehand.
6. Provide Catering and Refreshments
Corporate events benefit from professional catering, whether it's light snacks or full meals. Consider:
- Breakfast pastries and coffee
- Buffet lunch
- Boxed meals
- Cocktail-style appetizers
- A hydration station (water, tea, sodas)
Make sure to ask about dietary restrictions such as vegetarian, vegan, gluten-free, or allergies.
If the salon has in-house catering, it may save time and cost.
7. Decorate the Salon Professionally
Corporate event décor should match the company’s identity and the event’s purpose. Common decorations include:
- Branded banners
- Podium signage
- Floral arrangements
- Lighting effects
- Tablecloths matching company colors
- Centerpieces with company logos
- Step-and-repeat backdrop for photos
Keep the décor elegant, professional, and aligned with your corporate image.
8. Send Invitations and Promote the Event
Depending on the event type, invitations may be formal or simple. You can use:
- Email invitations
- Corporate calendar announcements
- Printed invitations
- Social media posts
- WhatsApp groups (internal teams)
- Online event platforms (Eventbrite, RSVP apps)
Include details such as date, time, dress code, parking information, and the event agenda.
9. Organize the Staff and Assign Roles
To avoid confusion, assign clear responsibilities:
- Event coordinator
- Salon liaison
- Setup and decorating team
- Check-in and registration staff
- Audio/visual technicians
- Catering and serving staff
- Clean-up team
A well-coordinated team ensures every moment runs smoothly.
10. Prepare for the Day of the Event
On the event day, arrive early to:
- Verify decorations and seating
- Test audio and visual equipment
- Confirm catering delivery
- Set up registration tables
- Review agenda with presenters
- Walk through the venue one last time
A final inspection helps catch any last-minute issues before guests arrive.
11. After the Event: Evaluate and Follow Up
Post-event follow-up is key for improvement and building strong relationships. Consider:
- Sending thank-you emails
- Collecting feedback through surveys
- Reviewing what worked well and what didn’t
- Discussing improvements for the next event
- Sharing event photos with employees or clients
This helps you create even better events in the future.