If you want to form lasting and strong relationships with employees, clients, and other businesses, you need to recognize the importance of hosting corporate events and learn how to plan one. As well as strengthening existing connections, it allows you to develop new ones. Regardless of how large your event is going to be, we recommend following the quick corporate event organization guide below. If you’re considering integrating technology like iPad rent, ensure it aligns with your event goals and enhances the attendee experience.
Know the Purpose
If you don’t have an end goal for your event, you have to question if there’s any point in spending the money. Therefore, before you start putting a planning team together, you have to write down what the purpose of the meeting is. For example, perhaps you’ve had a lot of new employees start recently and you need to bring your team closer together. By knowing this, you know who to invite and what type of activities you’ll need to plan.
Set a Budget and Stick to It
You should already know how much money can be put aside for the event, but it’s essential to set a budget early. In most cases, you should work out a reasonable budget and then add 10%. By doing this, you’ll have plenty of leeway for overcoming any potential issues. By doing this, you’ll have plenty of leeway for overcoming any potential issues and fully leveraging the benefits of event marketing.
Choose Your Guests
You need to make sure the correct guests are attending, which you can confirm by looking back at your goals. For example, if it’s supposed to be a team-building event, is there any point in inviting business executives, shareholders, partners, and upper management? The answer is “no” because these guests will just take away from the true focus of the event.
Remember to Promote the Event
If your planned audience has no idea the event is taking place, they won’t be in attendance. Therefore, you should spend a little time making sure you have enough marketing materials. For example, as well as sending out email reminders that may end up in the spam folder, you should consider having high resolution full color Coroplast signs printed. Additionally, integrating an online system to sell tickets can help streamline ticketing and boost attendance by making it easy for potential attendees to purchase tickets directly.
Set a Format
A large part of successful planning is understanding how the event will be formatted. For example, will you be having a series of fun events, outdoor stalls, and a flexible schedule or will you be having a more formal event with a series of guest speakers? You should also think about if you want this to be recorded. Hiring a company that provides video production for large events can give you a creative and informative end result that can be used at other corporate events, or even for later on in the day when you are doing your final presentation to your guests.
Choose the Right Location
With the event goals, guestlist, and budget in place, you can start choosing a suitable location to host the event. You may be inclined to choose a place based on recommendations, but this isn’t wise because there are no guarantees it will suit your needs. Therefore, you should have a clear event picture in your mind, and then align it with a location. For example, if you need a lot of space for team-building events, you might choose to hire a hotel with plenty of outdoor space.
Think Logistics
No matter where you end up holding the event, you have to make sure everyone can get there, which means not being too far away and having enough parking for all attendees. Alternatively, you may choose to hire a minibus and provide transport – just remember to communicate what’s happening on the day well in advance.
Have a Planning Time Limit
There will be a lot of tasks to keep track of when planning the event, which can lead to too much time being spent in the planning stage. Therefore, you should outline a clear timeline before getting started, which will tell those responsible when each piece of the plan must be locked in.
Planning a successful corporate event won’t be easy, but it doesn’t have to feel like an uphill battle. If you can follow the guide above, you’ll have an engaging event put together in no time.
Founder Dinis Guarda
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