Event planning is a huge task: whether you’re trying to come up with a big corporate event or a smaller one. There are lots of details you have to perfect. And, because it’s for your business, there’s no taking any chances for mistakes. Detailed planning and organization are a must for your corporate event to create the hype you need and desire for Creating a marketing plan for your corporate event can help you effectively promote your event and generate interest among your target audience. Once you’re given the details of the corporate event you’re hosting, start planning as early as possible.
The thing about planning a corporate event is that there isn’t a single way to go through with it. No two events are exactly alike. Even if you’ve had a lot of experience in the past with planning a corporate event, there’s a lot you can still learn. More so, every event will have different needs as to details such as caterers, venue types like longterm tent structures, and sounds and stage management needed.
With that said, here are six tips you can apply so you can successfully throw a corporate event.
1. Decide On The Type Of Corporate Event You’ll Have
There are many different types of corporate events you can actually have. The choice ultimately depends on your company’s preference.
Starting with the decision on what type of corporate event to have is very important as it dictates all the next steps in the planning phase. Different types of events will have different needs and planning styles, ultimately depending on the specific details to cover.
To start, these are some of the most common types of corporate events to choose from:
- Conferences: First off, you have to decide whether you want to organize a virtual conference or an onsite conference because you’re trying to gather a large group of people onto a single platform, so if you don’t have that event management experience, it is better to consult a proper event management company for it. Moreover, it’s said that conferences are more formal and serious in nature. One of the most important things to prepare about hosting a conference is that you can come up with an event with as few distractions as possible, so the attendees can focus on the discussion at hand.
- Seminars: This type of corporate event is often less formal than a conference. The latter can run for a few days, while a seminar can be done in only an afternoon. You can host a seminar in a small hotel function room or conference hall.
- Trade show: Planning this type of corporate event entails bringing together different types of business industries. The main purpose of this type of event is to showcase and display their different products.
- Product launch: As its name implies, the purpose of this type of corporate event is to launch a new product. The goal of a product launch is to leave a good impression on the public about products you’re releasing soon, such that hype is built around your product, for higher sales. You can even host pop-up locations by simply having a semi permanent tent ready to go.
2. Understand The Purpose Of Your Event.
Because you’re the business hosting the event, you should have a purpose for doing so. The reason behind this is that corporate events can be expensive. You can’t just host one without a specific purpose for doing so.
Start by asking about what you want to gain from hosting the event. Once you’ve outlined your specific goals and expectations for the event, that’s when you can move forward with determining what type of event will best deliver those intended results.
3. Establish Your Event Budget
Now that you’ve determined the type of corporate event you’re having and the specific purpose, you can then proceed with determining your budget. This amount should be limited only to what you can specifically afford to spend on that event.
Being specific with your event budget enables you to plan your event accordingly, such that you don’t wind up overspending. If a specific facet of your event isn’t within the budget, then you can always adjust to look for other cheaper alternatives that still deliver.
While corporate events are slated to bring in a good return on investment for your company, this doesn’t necessarily mean that you can have all the leeway to overspend. A successful corporate event isn’t just one that creates buzz, but also one which has achieved all your intended goals without having had to overspend.
4. Look For A Suitable Event Venue
Your corporate event’s venue will largely depend on the type of event you’re having, the theme, and the number of attendees. This is also where the budget will come in. If your budget is quite slim, then sponsors and ticket sales (if applicable) can help cover the expenses of the event.
Some venues may offer seasonal pricing and other corporate deals, so make the most out of discounts when available. More than anything else, the venue should be one that’ll keep your attendees happy and comfortable throughout the whole event’s duration.
5. Plan The Logistics Of The Day
On top of the venue now comes the other important logistics. There’s so much to perfect, detail-wise, so be sure you don’t miss out on anything. For your corporate event to be successful, you have to reach out to your event suppliers early, so you don’t miss out on it.
The logistics should include decorators, hosts, coordinators, and caterers, to name a few. Don’t forget too, the most important: speakers and presenters.
6. Incorporate Immersive Activities
A corporate event is hardly successful if the attendees have to feel like they’re just forced to attend it. The time shouldn’t be dragging, where you’re boring your attendees out with one speaker after another. An ice-breaker is very much called for. This is something you can have with fun and immersive activities.
There’s no single, universal approach to this. The key to getting the activities done right is through choosing the ones which you know may sit well with your audience. Once you have confirmed attendees, that’s when you can start planning the activities based on demographics like gender, age, ethnicity, and the like.
Wait, there’s more. Here’s a bonus tip. When you’re absolutely out of ideas, a raffle is always a no-fail. Tap in some sponsors to give raffle prizes, as those will definitely get your attendees even more giddy to wait for the raffle, and stay until the end.
If there’s anything the tips above would tell you, it’s the fact that there are really a lot of things that go into planning a corporate event. From the early phase of determining your goals to pouring into the details of location, logistics, and food, it’s a herculean task that even the most seasoned corporate event planners will still look at as a challenge.
When the lights are switched off and the guests have left, and you know you’ve had a successful one, that’s when you can put your feet up and enjoy all your efforts. It only takes a tip at a time for a successful corporate event to be soon within your reach.