You need a well-sought plan if you are thinking about organizing a successful business meeting or a corporate event. It could be anything from industry conferences to internal executive summits that bring up leadership from different locations and departments. If you are hosting any internal event, customer-facing event, industry conference, or corporate event, it requires serious attention and more so to your exceptional and detailed organization skills.
We’ve put together a quick guide to help you plan a successful corporate event, and we will walk you through all the critical steps and planning stages. If you are an event-planning veteran or someone overseeing corporate event planning for the first time, these points will help and guide you through the process.
1. Establish the key objectives and goals
When planning a corporate event, the first thing you need to consider is the objectives and goals. Of course, it is imperative to establish what outcome you desire from a successful event. However, a few fundamental goals are vital for any event. Understanding them will help you get the clarity of thought and serve as a reference when you begin your corporate event planning journey.
These primary objectives could include choosing the best catering service provider, the perfect date, an elegant venue, or more. So, whenever you start planning for a corporate event, contemplate whether the date, the venue, etc. are the right fit and complement your desired outcome from an event.
2. Look for sponsorship
Good sponsorship deals with two crucial things for your event. Firstly, it gives you the funds to dream big. You can go for better and bigger venues, more elaborate set designs, impressive guest speakers, and more.
Secondly, you can offer lower-priced tickets, which means more people can attend your event. Thus, improving your chances of having a successful event where many top event professionals might immerse themselves in your brand’s experience and ideas. It will be a win-win situation for the host and the sponsor.
3. Plan the budget
Once you understand how much money you want, need, and can spend, consider your budget at least over 10% than that. It is quite common for a few things to go wrong when planning on such a huge scale. For example, higher quotations or hidden costs may appear. So, adding a 10% buffer to your budget will give you the room to fix things if anything happens that you couldn’t predict. Remember, each decision you make needs reference against your budget.
4. Make a good theme
To make an event successful, you need to distinguish yourself from the competition and leave a lasting impression on your guests. Corporate events happen all the time, so yours won’t be the first or last that your guests will attend.
Unique décor and theme that complements food and music could set you apart. It is your chance to unleash your creative side. Remember that corporate events have a reputation as being exhausting, grey affairs. However, you can add a bit of fun and something they’re not likely to experience anywhere else.
5. Select the optimum date
The best way to do this is to run the poll with a few potential dates and let the attendees pick up the best dates. It is ideal for smaller events like team brainstorming sessions. For larger events, live conferences, it is challenging. It is wiser to have a backup date along with a backup plan. In essence, corporate event planning is a lot of plan B’s waiting to take center stage.
6. Choosing the perfect vendors and location
You’ll always buy an outfit that looks nice and fits you perfectly, and the same goes with the event venues. However, you must not choose a venue just because it looks good. The first thing you must look for in it is its functionality. Then, if the venue matches your event’s specifications, go for it.
The area you choose for hosting events is the key. For example, if a startup is ready to make its presence felt, it may want to host an event in the city’s posh areas.
7. Run a successful marketing campaign
One of the most crucial steps before planning and running a marketing campaign is to define your target audience. Each decision you make will be informed by this, like how and where you are advertising.
There’s a craft in knowing the target audience, but it is usually within your reach and one of the vital skills to have in this corporate event planning business.
It is essential to organize and develop a website’s content pipeline to advertise your output. It will help to ensure the quality and consistency of advertising content. Apart from that, it gives you a sense of direction and helps to affirm what you are trying to achieve at each stage.
Lastly, we would like to mention is that there’s no perfect plan. However, hard work and industry-proven practices have worked well for event planning management companies. So, if you are getting ready to dive into the complex planning process for your next corporate event, make sure to keep our guide in mind. If you have questions, feel free to contact us!