Corporate events are business functions with a purpose: a year-end function that thanks staff, a product launch, an awards dinner, a client evening or a team-building day. Unlike a private party, they carry a company's name and are judged on punctuality, branding and value for money. Event companies that handle corporate work also deal with the paperwork that finance departments need. Tell us the date, headcount, venue or area and the type of event, and corporate event planners near you will quote directly.
Types of corporate events
Each type needs a different approach:
- Year-end functions: relaxed, food and drink focused, with a DJ, a games area and awards. These book out from August.
- Launches and client evenings: a tight programme, a stage, good sound and branded elements.
- Awards dinners: seated, with a formal programme, a master of ceremonies, lighting cues and trophies.
- Team building: outdoor activities, a facilitator and lunch, often at a game lodge, wine farm or sports field.
For a conference format, see conference organisers.
Branding and the programme
Decide early which branded items you need: a backdrop, flags, table numbers, menus, name badges or a stage screen. Supply artwork at the correct size and in print-ready files at least two weeks before the date, and ask for a proof of anything printed. Build the programme on a run sheet with time for arrivals, speeches and food service. Keep speeches short and put the awards before the bar gets busy. If you need a screen or projector, see lighting and LED screen hire. Plan a wet-weather option for outdoor events, and test the microphones with the speakers before guests arrive.
Paperwork, B-BBEE and procurement
Many companies can only pay suppliers that meet procurement rules. Be ready to ask for a valid B-BBEE certificate or sworn affidavit, a tax clearance or compliance status, company registration details, bank confirmation, public liability insurance and a valid VAT number. Request quotes on a company letterhead and issue a purchase order before the work starts. Invoices without a purchase order number are often delayed by accounts. For bigger projects a formal request for quotation may be needed; ask each supplier to quote on identical specifications so that the comparison is fair.
Budgets and booking
A corporate event is usually budgeted per head. A simple year-end braai at the office might be R250 to R450 per person; a formal seated dinner with a venue, decor, sound and entertainment commonly runs R600 to R1,500. Venue hire, food and drinks are normally half or more of the total. Book venues four to six months ahead for November and December, and agree on the final numbers and payment dates early. Ask what happens to the deposit if numbers drop or load shedding changes the plan.
What to include in your request
- Type of event, date and start and end times
- Number of staff or guests, and seated or standing
- Venue, or the area and style you want
- Branding, stage, screen and entertainment needs
- Per head budget and the paperwork you require
Corporate Events for different events
- Weddings and traditional ceremonies: a company-sponsored celebration or a staff wedding function with a seated meal and speeches
- Corporate functions and year-end parties: year-end functions, launches, client evenings and awards dinners with branding and a tight programme
- Conferences, launches and expos: an annual strategy session or sales conference with plenary, breakaways and a gala dinner
- Birthdays and private parties: a company anniversary or long-service celebration with food, entertainment and awards
- Kids' parties and baby showers: a family day for staff with a jumping castle, face painting and lunch
- School events and matric dances: a sponsored prize-giving or a school partnership evening hosted by a company
- Funerals, church and cultural gatherings: a corporate social responsibility day, such as a handover or a feeding scheme event
- Festivals, markets and sports days: a sponsored sports day, fun run or brand activation with stands and crowd control
Frequently asked questions
How much does a corporate event cost per person?
When should we book a year-end function?
What documents do event suppliers need to provide?
Can an event company handle team building as well?
Corporate Events by province and city
- Johannesburg
- Pretoria
- Centurion
- Midrand
- Sandton
- Randburg
- Roodepoort
- Krugersdorp
- Randfontein
- Germiston
- Boksburg
- Benoni
- Kempton Park
- Alberton
- Vanderbijlpark
- Vereeniging
- Durban
- Pinetown
- Pietermaritzburg
- Richards Bay
- Newcastle
- Ladysmith
- Gqeberha (Port Elizabeth)
- East London
- Kariega (Uitenhage)
- Mthatha
- Cape Town
- Bellville
- Paarl
- Stellenbosch
- George
- Worcester
- eMalahleni (Witbank)
- Middelburg
- Secunda
- Mbombela (Nelspruit)
- Rustenburg
- Brits
- Klerksdorp
- Potchefstroom
- Mahikeng
- Polokwane
- Tzaneen
- Kimberley
- Upington
- Bloemfontein
- Welkom
- Sasolburg