Planning a corporate event is not much different from planning any other party, but on a much larger scale. By following the right tips, corporate event planning can be managed effectively. The best corporate event planning basics include; determining the date and location of the event, entertainment and music, food and drinks, the number of guests, and how people will be notified about the event.
Corporate events span beyond simple meeting planning. Although conferences and meetings may take up the majority of your time, other aspects you may be asked to include involve corporate hospitality, client entertaining, corporate gifting, conventions and contractor events such as incentive travel reward programs, team building, social gatherings, parties, and charity fundraising events.
A successful business event requires careful planning and execution. It is often a months-long procedure with numerous phases and a variety of organising processes.
Here’s all you need to know to assist you manage the business of corporate event planning:
Determine goals and format
It seems obvious, but it’s worth taking a critical look at. Be as specific as possible: Do you need to convey knowledge to participants, thank partners, raise money for the project, or give guests an aesthetic experience? The answer will determine the format of the event: the concept, timing and duration, roles in the team, decorating the room, food and music.
Try not to get hung up on traditional formats. Pay attention to different types for example “print-a-pile” format, TED-format, themed breakfasts or outdoor events.
Pay attention to planning
Think through the logistics, content, and promotion of the event. Create a document available to the entire team where everyone can see each other’s tasks and the big picture. Prepare a list of the main tasks first, and then detail as much as possible in specific steps that need to be done. It’s important to include in the plan the time it takes to complete the task.
Include a seamless RSVP
People are busier than ever these days, so making it easy to RSVP is critical. Especially because you need an accurate guest count to inform your spending decisions. Include one-click button calls-to-action in your emails, and if you’ve mailed invites include a pre-addressed and stamped envelope. You could also consider letting people text you a YES or NO response, as mobile phone usage continues to increase.
Detailed planning
If you want to pleasantly surprise your guests, think of every detail: how the registration goes, who meets the participants, what music is playing, if you have an interesting photo corner, how the place is decorated, what the breaks are filled with. Try to surprise people and create a wow-effect, exceed their expectations in the most mundane things.
Prepare Plan B
Always check the location in person while you are still in the process of choosing it. At the most unexpected moment, it may turn out that the hall does not work properly with air conditioning, there is no toilet for people with special needs or the width of the doorway does not allow bringing in the equipment.
Distribute areas of responsibility
It is very important to distribute tasks among team members not only during the preparation phase, but also during the event. Everyone should have their own area to oversee the entire event.
Tell your audience about the event
Don’t underestimate the time it takes to successfully promote an event. The type of event, its target audience, internal resources, and budget will determine your marketing approach. When choosing media partners, focus on those who communicate specifically with your audience. It’s better to have few partners, but targeted ones, than to tell everyone about the event.
It’s also important to create one key message that is broadcast on all channels. Make sure it is concise and accurately conveys the message of the event to your audience.
Pay attention to service
Make sure your team follows the “Duck Face” rule. Be friendly to all attendees, speakers and partners. Try to solve their problem or question and meet their expectations, even if you feel tired and things aren’t going according to plan. Ultimately, people will remember exactly how they were treated, and the atmosphere created, not what the speaker told them from the stage.
Do a final check
Make sure to tell participants how to get to the location, invite all important guests, prepare printed materials, audio and video content. Make sure everyone understands their tasks and areas of responsibility and that the venue is ready.
Be sure to print out a program for the event and have it available for all team members and volunteers. Also give everyone basic contact numbers to contact each other in case of emergencies.
Ask for feedback
You will likely be tired and happy after the event, but it will be difficult for you to objectively assess how it went. So ask participants to fill out printed evaluation sheets or an online form at the end of the event. Let them evaluate different aspects: logistics, speakers, the venue and the work of the organizers. This information will help avoid mistakes in the future and improve the quality. If possible, collect feedback through social media or record video testimonials at the end.
Our team of display and conference professionals create event experiences that can help promote your product or business. Whether corporate conferences and events or retail activation, Pennypop have the perfect solution for you. With distribution and logistics also available, we can offer a true end to end solution, from concept to implementation.
In Summary
Corporate events are frequently organised to communicate company strategy, adjust internal company behaviour, unveil a product or service, inspire, train, or reward employees, or impact the external behaviour of clients toward the brand.
In many cases, they bring staff members together, support larger marketing or sales initiatives, help to encourage team achievements, or entertain senior executives. Use these tips to ensure effective and successful corporate event planning.
So, whatever event you organise, be optimistic and be prepared for every potential scenario – then relax and enjoy!
You can always get in touch with us if you’re considering holding a corporate event and would like us to facilitate. You can browse our previous events here and find out more about the types of events that Pennypop can help you with here.
