Corporate events can make or break a company. If they are successfully planned and orchestrated, you can find that they add value to your business. However, if they are rushed and simply thrown together, you will find that they may end up tarnishing the reputation you have started building for your business. Successful corporate events will have a purpose and they will have a structure. Without these two key elements, neither you, the business, nor the attendees will know what to expect (or get out of the event). Following these top tips will help you organize corporate events that get your business success and tangible results.
Utilize Checklists
Checklists may sound old-fashioned, but they are still as useful as ever. Whether you have a paper-based checklist or you utilize a checklist on your phone – the benefits are still clear to see. Checklists tell you what you need to do and by when, and they also help you cover all elements of an event. If you do not have a checklist for each event or for each element, then you will overlook important details. These details may not come to light until the day of the event, and of course, by then, you will find it is too late to make changes. Checklists can help you manage your time and even help you to delegate roles and responsibilities.
Think About What Makes an Event Great
Before parting with any cash and before committing to any event plans, you need to think about what makes an event great. What is going to make your event stand out from other events and what is going to have an impact? Which events have you attended before that have left a lasting impression on you, and which have prompted you into action? A great event will be one that informs, motivates, and inspires, and you have to be sure that this is integrated into your event at some stage. When you have an idea about what makes an event great, you can then start building your event around this ideal.
What is the Purpose of the Event
There are lots of reasons that corporate events are held. For example, an event may be held to celebrate a company’s success. Or, they may be held to reach out to new potential suppliers and customers alike. To successfully plan, organize, and hold a corporate event, you always have to have a purpose. When an event has a purpose, it can then be structured and built around this purpose. If an event lacks purpose, it will surely lack direction, and this will, of course, leave attendees and guests just as confused.
Timescale and Date of Upcoming Events
When you are planning your corporate events, you want to give yourself as much time as possible. Yes, time is a luxury, but it is also a necessity when you are planning. For example, if you are arranging corporate event catering, then you will need to give as much notice as possible to be sure that you can get the caterers that you want. You also need to have a realistic timescale and date to work toward to give adequate notice to your guests. If you do not leave them with enough time or notice, then the guest numbers you have arriving through the door on the day may be disappointing and disheartening.
The Budget You Have
All events need to have a price tag or budget which you can work toward. If you do not create a budget for an event, you will end up investing more money than you need to. This may affect the return on investment you hope to make from any corporate event you host and hold. When you are establishing a budget, you need to factor in the cost per head (of each attendee) and you need to account for other elements, such as venue hire, entertainment, good bags, giveaways, promotion (in the run-up to the event), not forgetting, of course, organizing food and drink.
The Structure Of Your Event
How do you want the day to go, and what structure would you like to follow? For example, will you have keynote speakers attending and speaking at your corporate event, and if so, when will they get their time to speak? If you are also organizing food and drinks for the guests/attendees, you need to think about when this will be served. If you serve food and drink too early on in the event, guests will leave, as there will be nothing to stick around for. When you are structuring your event, you must be sure to give adequate breaks. People need the chance to mingle, talk, and relax with other guests.
Who Are Your Audience
The audience is made up of those on your guest list – so just what does your audience look like. Are you inviting a mix of old and new connections? Is your corporate event solely focusing on new connections and potential connections? Or are you holding an event to reward those that have stood by your business and made it the success it is? When you know who your audience is, you can then start creating and preparing relevant content for them. If the content is not relevant to your intended audience, then you will end up losing their interest, and they will leave the event.
What Message Are You Sending Through an Event
All corporate events have to have a message. Attendees must know what message you are sending, and everyone involved in the event and preparations must know what the message is. For example, is the message one of thanks, or is it one of future collaboration? When an event has a clear message, attendees will take more away than you realize.
The Location and Venue are Key
The location and venue where you hold your corporate event are important. It has to be central and it has to be accessible to all those attending. If the venue is not central, or if it is not large enough for your event, then you will find that it will not be as successful as you anticipated it would be. When you are looking for venues, yes, the cost is important, but reputation and what it has to offer are also important. So, is there ample parking for guests? What are the facilities on offer for those who may be traveling from afar? The location and the venue will set the tone for the day, so be sure to spend an adequate amount of time researching the right options for you and for your event.
Delegation is Always Useful
Trying to organize a whole event on your own can be taxing and tiring. Where you can, you must focus on delegation. Delegating tasks, roles, and responsibilities to others within your business or even to family and friends can be beneficial. Often, people who are not closely related to your business can see areas for improvement or change. When you are delegating areas of an event, make sure that everyone is aware of what you are trying to achieve and pulls together. This way, you can be sure that everyone knows what look, style, and structure you are looking to achieve – of course, ensuring that you achieve cohesive results.
