Corporate events are geared toward bringing leadership together. The affairs can either be internal, industrial, or international. Most of these events are annual and need a lot of planning for them to be successful. Planning requires exceptional skills and details. This guide has put together various aspects to help you plan a successful corporate event.
Table of Contents
Established the event objective
What is the purpose of the event? What are the expectations of the attendees? These are some of the questions you need to ask yourself before getting into many details in planning. Establishing objectives forms a foundation for your event and how it will end. Brainstorming with your organizing team can help you develop a clear mission statement that will leave the attendees satisfied afterward.
Budgeting
Budgeting is an essential aspect of planning. Most corporate events work on a constrained budget. You have to prioritize the most important things for the event to run smoothly. Allocate funds according to each aspect of the event. The most common things to be included are:
- Venue fee
- Transportation
- Catering
- Photography
- Food
- Master of the ceremony (MC)
- Materials to be used
- Promotion and attendees’ gifts
Location
Where will your event be? When choosing a corporate event venue, consider factors such as accessibility, parking space, the number of attendees, and amenities available. If you are using audiovisuals, you need to know how near or far the sockets are for power supply. When looking for a location, put yourself in the shoes of your attendees and figure out the place’s favorability.
Speakers
When choosing speakers, select authoritative figures in the industry to bring your attendees’ attention and enthusiasm. Top-notch speakers should be booked early to avoid the last-minute rush. Cater to their travel and accommodation if they are far from where the event will happen. To get the best speaker for your event, ask for referrals and recommendations. Choose those that have given talks at similar events and have vast knowledge about your industry. Not all authority figures can fit your audience, and therefore you need to be careful in this selection. Ensure you have all the equipment required by the speaker for a good talk. Consider their compensation and choose one that lies within your budget.
Develop a marketing strategy
It would help if you had a marketing plan for your corporate event. Right marketing strategies attract more attendees to your event. Start promoting your event at least months before the big day. Promoting the event early:
- Encourage attendees to sign up early
- Get the attendees attention and plan to attend
- Help you find potential sponsors through leads capturing
- Engage vendors and exhibitors
We have a variety of marketing channels today that can be rewarding. You can use social media, traditional marketing, and public relations. Having a website for the event is also an essential aspect of marketing. Discuss the upcoming event on online platforms such as Facebook, Instagram, and LinkedIn to get the conversation going.
Hire an entertainer
It may not be easy to find the right entertainer for your corporate event. Many entertainers offer corporate entertainment services, but they may not meet your needs unless you have seen them in another similar event.
You want an entertainer who will boost the morale of the attendees and brighten the events. People consider a successful event based on how they felt and their experience. Choose an easy-going and personable entertainer for the event. This kind of person will create a good impression. Also, consider an all-around entertainer. This person will set the mood required for every session and keep people entertained. An entertainer will also keep people engaged in events during break sessions.
Staffing
You may need to hire more staff to ensure your attendees and vendors have a helping hand at their disposal. For example, you need caterers who will handle beverages and refreshments. You need transportation managers, event organizers to reduce stress and anxiety when planning.
