Are you planning a corporate event? This guide will assist you in executing your corporate event with ease.
A professional event production is essential for any business looking to establish lasting relationships. It doesn’t matter if you are hosting a product launch with 300 people or a training session for 15 employees, it is important to have a solid understanding of five aspects of event management: research, design planning, coordination, evaluation, and coordination. It is easier to organize an event into manageable steps and to pull together all the pieces that will make it come to life.
Corporate events are a great way for people to connect in a more personal and authentic way in an increasingly digital world. Hosting corporate event is becoming more important than ever. According to a recent trend report and a benchmark on event marketing, live events are the best channel for reaching business goals.
Myke Nahorniak (co-founder and CEO, Localist) said that events give businesses the opportunity to establish personal relationships with their target audiences and build brand loyalty and brand recognition. “LinkedIn messages and status updates on Facebook, Twitter and Facebook cannot replace in-person communication.”
Hosting a corporate event can help you strengthen your relationships with existing clients and partners and to attract new ones. These are 10 tips to help you plan an event your guests will never forget.
1. Find out the purpose of your event.
Once you have decided to host an event you need to first define your goals.
Brian Worley, creator and owner of B. Worley Productions, stated that it is crucial to understand the objectives and goals of the event before you can do any other. Worley Productions.
Begin by asking yourself why the event is being held and what you hope to achieve. Once you have identified your goals, expectations and objectives, you can determine the type of event that will resonate with your target audience.
“Don’t think of it as a corporate event. Think of it as a brand experience,” Serena Holmes, CEO, Tigris Events. It should be meaningful and interactive.
2. Be realistic about your budget.
To determine the type of event you can create, you need to know what amount you have available. Worley suggests that you know how much money you have in advance and plan to spend at least 10% more.
He said, “Things change constantly and you should have a cushion to cover any unexpected expenses that may arise.”
It is important to know where your most valuable resources are once you have established a budget. Your event may lack substance if it spends more on expensive decorations than on skilled tech staff or friendly speakers.
J.J. Barnes is vice president of marketing at enVista.
Don’t forget to include special dietary requirements and don’t cut corners on food. Even though this aspect may not be as important as the other aspects of event planning, it is more acceptable for people to make mistakes if they don’t feel hungry or thirsty.
3. Set a time frame for the project.
You will need to manage a wide range of tasks when designing an event. A master checklist can help you do this. New tech-savvy tools simplify and streamline the management of many, if not hundreds of small details.
Valerie Gernhauser (owner and principal planner at Sapphire Events) stated that the overall planning checklist is a tool to help with the planning process.
Gernhauser stated that her team begins with a 12-month-old list and then works in checklist increments at nine, six, and four months. They also work in checklist increments at two months, three months, six, and four months.
She said, “Break down the task list as this helps our team see the schedule of milestones that we need to target.”
Karthik Subramanian is a content marketer at Paperflite. He recommends using a spreadsheet with individual tabs for each event, such as speakers, venue, agenda, travel, and schedule. You can then list every activity and task, as well as the people involved in each step, along with all deadlines.
4. Decide who you are targeting.
The key part of planning is to identify your target audience. Are they your executives, long-term clients, business partners, community members or a mixture of all of these? You can tailor the program to meet their interests and needs once you have identified your audience.
It can be stressful to decide how many people to invite to these events. Julian Jost, co-founder and CEO of Spacebase says it’s better not to invite too many people.
Jost stated that empty seats and unfinished snacks are bad for small businesses and a waste of money. “In most cases, too many people aren’t going to ruin an event. There are exceptions though, such as venues that have limited space or where a three-course meal has been planned. It’s great marketing if there are too many people. It will create buzz for the next day and increase anticipation for your next event.
No matter how many guests were invited, the most important thing people will remember about their experience is how they were treated.
Gernhauser stated that every person who attends the event can be a brand ambassador or word of mouth spokesperson for your company. It is crucial to have a positive impact on guest experiences by not ignoring the details that every attendee will be able to appreciate.
5. Select a format and a theme.
After you’ve established your goals and identified your audience, it is time to pick a topic or theme for the event and decide the best format to present it to your guests.
A client event that is coordinated with an industry expert (e.g. guest speaker) can help your company be seen as more than a vendor. Other popular options include peer-to-peer learning, keynotes, roundtables, and breakout session speakers.
Barnes stated that there are always opportunities for attendees to have fun, memorable, and entertaining activities that they would not normally do elsewhere or at any other time. This could include hearing from a comedian or a band, playing on an amazing golf course, or trying something exciting or unique for the first time.
Worley says that a successful corporate event should be both educational and immersive.
He said that interactive sessions are more effective than just sitting in a room listening to a speaker for the entire day. We try to make these events more than theater-style seating and get the attendees in the right situations for learning and networking.
Worley said, “Determine the things you will do to make this an out of the box’ experience.” “Invest the time now to determine what will make your event stand out from others in your industry, or ones you have produced before.”
6. Choose the right location
After you have decided what type of event you want to host, you need to find the right venue to help you bring it to life. Sometimes it’s tempting to book a venue that has been recommended or is a hot spot for events, even though you aren’t sure what your event’s mission is. Worley says this is a mistake.
He said, “It’s always difficult to fit a round hole in a square peg. So it is with an event.” First, design the event architecture and then locate the right venue to suit your needs.
Barnes says that location is crucial to attending. She suggests booking a venue near a lively area so attendees are comfortable and happy to travel.
Jost suggests that you lower your expenses by hosting the event at a less popular hour when the venue is more likely be available. For example, a Monday morning media breakfast.
Gina Argento is the president and CEO of Broadway Stages. We always use local vendors for our catering needs, rentals, and many other important aspects. We are helping the community by doing so and providing them with the opportunity to expand their business networks.
7. You will need to plan the logistics for the day.
You will need to find, vet, and hire all necessary event specialists in order to have a successful event. These could include audiovisual technicians, printers or decorators, security personnel, florists, and florists. You must also hire speakers and presenters. These include experts, prominent figures, or influencers who will best convey the ideas that you want to spread throughout the gathering.
You can ensure everything runs according to plan by establishing a timeline and making sure everyone in your team understands what parts of the day they will be responsible for.
To keep attendees interested and allow them to have some flexibility in their schedules, you must work carefully.
Jonathan Chan, Insane Growth’s head of marketing, stated that people get bored easily. “If they don’t have enough variety, it’s a waste of money to put on a vanity event.”
You don’t want the schedule to be too packed. You need to allow for unexpected events and have flexibility in your schedule. Your attendees will need to take time for themselves to learn, recharge and to connect with others.
Subramanian said, “Leave some breathing room for participants to network.”
Think of small gifts that make a big impression and leave a lasting impression when wrapping up your day. Jost suggests a digital take-home as a better option.