Essential Corporate Event Supplies for Event Planners

Planning a corporate event is no small feat, and knowing what supplies to bring to ensure the event runs smoothly and looks professional can be difficult. To help, we’ve compiled a comprehensive list of essential corporate event supplies for event planners. Read on to discover all the necessary supplies for corporate events, important considerations for budgeting and more.

Understanding the Necessary Supplies for Corporate Events

When it comes to planning a corporate event, there are essential supplies that need to be considered. These range from decorations and setup supplies, to catering and technology, as well as safety and disposable items. Each element of the event has various supplies associated with it, so understanding what they are is necessary in order to properly plan and execute your event.

When it comes to decorations, you'll need to consider the type of event you're hosting and the atmosphere you want to create. This could include items such as tablecloths, centerpieces, and banners. Setup supplies may include items such as chairs, tables, and audio-visual equipment. For catering, you'll need to consider the type of food and drinks you'll be serving, as well as any necessary utensils and serving dishes. Technology is also important, as you'll need to consider any audio-visual equipment, as well as any other technology that may be necessary for the event. Finally, safety and disposable items should also be taken into account, such as first aid kits, fire extinguishers, and garbage bags.

Choosing the Right Supplies for Your Event

The type of event you’re hosting will influence the supplies you’ll need to include. For example, if you’re organizing a formal business dinner, you’ll require different supplies than if you were hosting an interactive seminar with audio visual equipment. To choose the right supplies for your event, consider the type of event, the audience size and your budget.

When selecting supplies for your event, it's important to think about the type of atmosphere you want to create. For example, if you're hosting a networking event, you may want to provide name tags and pens for guests to use. If you're hosting a more formal event, you may want to provide tablecloths and centerpieces to create a more elegant atmosphere. Additionally, you should consider the type of food and drinks you'll be serving and the appropriate supplies needed for that.

Catering Supplies for Corporate Events

Excellent catering is often expected at corporate events, so stocking up on catering supplies is essential. Think about what kind of food you would like to offer, for example hot food vs cold food, snacks or a buffet. For corporate events, disposables such as plates, bowls, cups and cutlery are often preferred. Consider whether you would like to offer serving dishes and utensils, or more casual take-away containers.

When selecting catering supplies, it is important to consider the size of the event and the number of guests. You may also want to consider the type of event, as this will determine the type of food and supplies you will need. For example, a formal dinner may require more formal supplies than a casual lunch. Additionally, you may want to consider the budget for the event and select supplies accordingly.

Decorations and Setup Supplies

Decorations can help transform a venue and give it some personality. Think about your theme and colour scheme and choose decorations that will fit in with this. Basic decorations such as banners, tablecloths and paper lanterns don’t have to be expensive or elaborate, but they can make a huge difference when setting up the event. In addition to decorations, you may need general setup supplies such as tape, scissors and string.

If you are hosting an outdoor event, you may also need to consider additional supplies such as tents, chairs, and tables. If you are hosting a large event, you may need to rent these items from a party rental company. Additionally, you may need to consider additional lighting and sound equipment to ensure that your event runs smoothly.

Event Technology and Accessories

Technology plays an integral role in many events these days, particularly when it comes to presentations and interactive exercises. If you’re using a projector or laptops for these purposes, make sure you have the appropriate cables, adapters and power boards. Consider investing in a wireless microphone or other audio equipment if presentations will be held in large spaces.

It's also important to consider the type of technology you'll need for the event. If you're hosting a virtual event, you'll need to make sure you have the right software and hardware to ensure a smooth experience. Additionally, if you're hosting a hybrid event, you'll need to make sure you have the right technology to facilitate both in-person and virtual attendees.

Audio Visual Equipment

In addition to sound equipment, many corporate events require audio visual equipment such as microphones, projectors, flat-screen TVs or computers. It is also important to have adequate power outlets or extension cords available; if not, consider hiring a generator or portable power supply.

Tables and Chairs

Tables and chairs are essential for any corporate event. Depending on the size of your event and the type of activity you’re planning, you will need to stock up on enough tables and chairs to accommodate everyone. Consider renting from a professional furniture hire company if you need a wide variety of tables and chairs. This is also helpful if you are running an event in multiple locations.

Signage and Banners

Signs and banners are important for giving a professional look to your corporate events. Many companies have their own branded signs and banners that they use; however, you can also create non-branded signs with specific instructions or messages. Consider the style of signage or banner you would like to use; it should reflect the overall theme and aesthetic of the event.

Lighting Options

Lighting can enhance any setting, creating both atmosphere and functionality. If you are running a conference or other professional event with presentations, consider investing in an overhead projector with a bright light source showcasing your words on the wall or screen. If you’re having a more practical event such as a workshop or team building exercise, then portable lighting systems are ideal.

Safety Supplies

Safety is always a priority at corporate events, so stock up on basic safety supplies such as first aid kits, fire extinguishers and blankets. If your event is outdoors and there is potential for storms or high winds, ensure you have a shelter plan in place for guests. Additionally, many event organizers provide umbrellas or ponchos if rain is forecast.

Disposable Items

Disposable items can save time and effort when planning events. Stock up on items such as plastic cups or plates, napkins, disposable cutlery and trash bags. While these single-use items may seem wasteful, they are both practical and convenient when hosting larger corporate events.

Storing and Transporting Supplies

When preparing for a corporate event, it is important to have a plan for both storing and transporting supplies. Large events typically require access to transportation vehicles such as vans or trucks in order to transport tables, chairs, decorations and equipment to multiple locations. When storing supplies between events, ensure all items are completely dry before placing them in storage.

Budget Considerations for Corporate Event Supplies

It can be difficult to know precisely what budget is required for corporate event supplies. When budgeting for supplies, consider how much of each item you will need (for example catering supplies) as well as where you intend to purchase them from. Shopping around for cheaper suppliers may help keep your budget under control.

Overall, hosting a successful corporate event requires careful planning and organization. With the above information in mind, you should now have a better understanding of what supplies you’ll need to create an impressive event. Whether it’s catering supplies, decorations or audio-visual equipment, adequate attention must be given to detail – plans are only as good as their execution after all!