How To Plan A Corporate Dinner Event

Planning any dinner party requires an extra level of care and attention, but planning a corporate dinner means even more attention to detail is required. Not knowing your attendees’ dietary preferences, personal schedules and culinary tastes can all be headache-inducing stuff. Luckily, we’re here to make the planning process as straightforward as possible.

In this guide, we’re providing a simple, step-by-step guide to planning your dining affair, so your event can go off without a hitch. And if you’re after a corporate venue to hire, don’t forget to check out our beautiful space available at Canvas House too.

Here’s our checklist on how to successfully plan a corporate dinner event.

1. Establish The Purpose & Budget
2. Set The Tone With The Right Venue
3. Decide On Your Menu
4. Seating Plans: Help Or Hindrance?
5. Entertainment Or Education
6. Send Out Clear Invitations

1. Establish The Purpose & Budget

First of all, ask yourself ‘What’s the goal of this corporate dinner?’ What are you trying to achieve? Corporate dinners are great opportunities for networking, team bonding, pitching, celebrating and strategizing. Meeting colleagues and clients outside of your traditional workspace, be it an office floor or company building, provides external stimulation to help generate new ideas and loosen up individuals from rigid work mindsets.

However, as the event organiser, it’s up to you to be clear to yourself, your attendees and your venue what this dinner is for, as this will inform all your decisions along the planning process. Just as important is defining your budget clearly from the get-go, so you can host a memorable event without dipping into your personal savings to cover the bill. Make sure the funds you’re allocating (or have been allocated) are clearly defined, with enough left over to cover unexpected costs.

2. Set The Tone With The Right Venue

There’s a reason why you tend not to see corporate dinner events taking place in a fast-food joint. Whilst these quick fixes are great when you need to grab a bite on the go, they don’t give off the appropriate professional tone you need for a corporate dining experience.

Think about the preferences of your guests when deciding on a venue or restaurant. It’s also important to consider your company branding when choosing the space. If you’re a young, vibrant company, hosting your corporate dinner in an overly formal, traditional restaurant setting might give off the wrong impression to those meeting you for the first time.

If you’re seeking contemporary furnishings in a timeless venue that strikes the perfect balance between corporate and casual (depending on how you wish to decorate it), make sure to take a look at our beautiful event space right here in Melbourne.

3. Decide On Your Menu

The most important part of the evening is of course the food. You want to spend serious attention developing not only your menu but also deciding how you will serve your guests. First, decide whether you intend to have roving platters and canapes, a ‘help-yourself’ style buffet, or a sit-down, three-course meal, with the latter being most appropriate for formal corporate dinners, and the former a better option for a more laid-back, party setting.

When finalising your menu, speak with catering staff, your logistics team and venue chefs to pick something seasonal – and within budget. Make sure you include vegetarian options alongside other popular dietary substitutions. Our pro tip is to cater for more than the number of guests you’re expecting (including substitute meals), to prepare for any accidents or last-minute oversights.

4. Seating Plans: Help Or Hindrance?

Corporate dinners can benefit from seating plans if attendees are unfamiliar with each other, or if there is a set agenda for the evening. It can help avoid awkwardness when it comes to choosing a spot, and you can ensure that certain conversations or introductions are facilitated through your placements. As a general rule, the seat to the right of the host (whether that’s you, or your company manager), is reserved for the most important guest – so choose it wisely.

On the other hand, seating plans can also trigger bad feelings if guests feel they’ve been shunned in their placement, or are forced to spend an evening sitting next to someone they really don’t get along with. There are pros and cons to both, but if you do decide to go ahead with a more structured event, make sure to read up on seating plan etiquette to avoid accidentally offending someone!

5. Entertainment Or Education

Whatever your reason for hosting a corporate dinner event, you’re aiming to impress. Aside from whether or not you’re trying to secure investment, strengthen connections with partners or clients, or simply wish to thank your staff for a year of hard work at your EOFY or Christmas work party, your attendees want to feel like they’ve not wasted their time spending an evening at your corporate dinner. Make sure you don’t miss the mark with memorable dinner entertainment.

Between courses or after the main dinner, break up the evening with some form of educational or entertaining interlude, depending on the setting. A motivational or guest speaker, or brief (emphasis on brief!) presentation or will work well for more formal events. Live music, karaoke, or a dance performance, on the other hand, will invite your guests, colleagues or clients to let their hair down.

6. Send Out Clear Invitations

Provide as much notice as possible about the corporate dinner event for your guests to be able to attend it. A formal, written invitation shows you take their time seriously and is a polite way to request attendance. Your invitation should clearly state the time, date, location and style of the dinner.

Make sure to define the purpose of the event, as well as the dress code and any other essential information. Include the RSVP details and clear contact information. It’s especially important for dinner events that you know who is coming so you can prepare the correct quantity of food, as well as finalise your seating plan if you’re going to have one.

Request dietary needs well in advance, including allergies, intolerances or requirements for dairy- and gluten-free options. The quickest way to an unsuccessful corporate dinner is a rumbling stomach, so you must make sure everyone is fed according to their preferences.

Planning A Corporate Dinner Event: On The Day

Our final tip for the day of the corporate dinner event is to ensure you arrive early to oversee table layouts and check venue decorations and company paraphernalia are correctly displayed. Greet as many guests as you can, and offer a welcome drink on arrival.

Once the evening gets underway, it’s important to do your best to (at least appear to) relax. A nervous host will make for a tense atmosphere, which will make your guests tense up too.

Leave it to the experienced staff, waiters and chefs running the event to manage the culinary operation, so you can focus on presenting your company in the best light.

If you choose to host your corporate dinner at Canvas House, you’ll know you’re in safe hands. From raucous company awards nights to focused product launches, we’ve seen it all. We’ll help you put on a seamless and successful corporate event that satisfies both your company and your appetite!

Contact the team today, and we’ll work with you to start planning your ideal corporate dinner.