How To Plan Corporate Events?
Planning a corporate event in an utmost professional manner takes a dedicated amount of time and energy. A well planned corporate event would not just appeal the attendees but can help in building lasting relationships. And hence it is an integral and necessary part of business success. Whether you are hosting a corporate event for your business networks or employee training, the corporate event planners must be a qualified, selective group of people you can count upon for your brand’s marketing. Right from research, design to planning and coordination, the corporate event planner must be experienced to handle it all.
Above all, always begin with a detailed corporate event planning checklist and break up the event planning into small and manageable stages. This will help you conceptualize the event properly and make the experience as best as possible.
Below are a few easy steps on how to plan a perfect corporate event that your attendees won’t forget soon.
1. Understand the goals and objectives of your event
Once you decide to host an event, your first step is to understand the purpose of your event and define the intended outcome. Figure out what your corporate event will be about and what do you want to accomplish by organizing the event. For example, the purpose of your event could be to increase sales, establish relationships with the target audiences, improve product knowledge or build brand recognition and loyalty. Once you’ve identified your goals and expectations, you can begin planning the event to resonate with your intended audience. Above all, when you start planning any kind of event, you must ask yourself ‘what’s in it for the attendees? The answer will give you the direction you need to take in order to make sure you are meeting the needs and expectations of your audience too. After all they are the foundation for your business success.
2. Create a realistic event budget
Event budgeting is something most companies struggle with but it is indeed important to create a thorough and realistic budget for event success. So first gather clarity on what’s your budget and where you stand. Determining the budget is usually a collaborative process. Discuss with the company’s stakeholders, crucial team members and the sales and marketing team to finalize a precise number. Consider the venue, location, size of the event and more while planning your budget. If you have a restricted budget, you need to intelligently spend each dollar.
Spend the budget wisely and properly allocate funds to the most valuable event elements. For example, do not spend lavishly on fancy decorations and lack in food and beverages and audio visual equipment and make smart goals. Decide what parts of the event are most important to you and indulge in a whole lot of refining. In addition to this, always be ready for unexpected expenses that pop up.
3. Choose a corporate event theme to give an identity to your event
A great theme would not only render an identity to your corporate event but add to the excitement and crispiness. Be it an award ceremony or holiday party, choose a strong, empowering, exciting theme that will create a memorable experience. Do keep your target audience in mind and what can get them really excited and what they expect. Accordingly decide whether you want to plan a sophisticated and formal dining or a fancy sit down or a carnival themed party or something else! Decide the theme before taking all the other important planning decisions.
The theme is the first impression that people will have of your event. So pick a theme such that people will see your event differently and the one that will set the mood the second the attendees arrive.
4. Identify your exact target audience
Corporate events are definitely an ideal communication tool but it is indeed very important to decide on your audience. Spend time to carefully analyze and define your target audience whether it is your company’s executives, managers, business networks and clients, stakeholders, or industry leaders or a combination of these groups. Once you know who your audience is, you can adopt a uniquely personal approach towards your target group.
In addition to this, determine how many guests to invite to these events and start creating a buzz in advance to generate excitement about your event. Instead of inviting too many people, create a relevant guest list and pinpoint a specific group that will react positively to your messages.
Remember one thing. Every attendee who will arrive at the event is a potential brand ambassador. Their positive word of mouth marketing can significantly boost your business. Hence it is important to have an effective strategy in place so that you can make a significant impact on the guest experience.
5. Choose an appropriate venue that matches the event theme
Once you decide the type of event you’d like to host, it’s time to find an appropriate venue or location that matches the theme and format of your event. Decide upon important things such as whether your venue should be close to the company’s office for convenience or at a far off location to celebrate key milestones. Choosing the right venue is important as it allows you to bring your vision to life. If you are looking for a venue different from the usual and casual office environment, look for some popular hot spots which can breathe new life into your event. At the end, focus on choosing a great venue which can deliver the same impactful experience you envisioned.
6. Hire the right and well experienced corporate event planners
The number of corporate events and conferences is on the rise and all for the right reasons. Choosing the right and well experienced event specialists is extremely important for event success. Right from caterers to audiovisual technicians to decorators, photographers, and security personnel, hire the best vendors and specialists for your corporate event. Infect, hire a dream team who you know will act responsibly until the end of the event and one who is always eager to contribute to the success of the event. One step in the wrong direction can hurt your bottom line and change the attendee’s perspective about your brand. So come up with an effective event logistics plan and make sure the site is amazingly prepared on the day of the event.