Have you been tasked with planning a corporate event or conference? If so, then you’ll be happy to learn that you’ve found a great guide to help you plan a successful event!
Conferences and corporate events continue to be an important part of doing business, even in the era of video conferences. For this reason, planning and finding the right venue are necessary. The goal is to find the best venue, backed with the right amenities and services.
We’ve put together some tips on how to plan a successful corporate event every time! Let’s get started!
Types of Corporate Events
There are different types of events to plan when it comes to corporate events. Why is it important to choose the right kind of event for your business? Because the type of event will ultimately be the guide to choosing the right event venue. Here are some specific events you may want to consider:
Conferences: a conference is usually an event for a large group of people, with the goal of working on a particular topic or issue. Each attendee shares the same common interest and wants to share their ideas with the rest of the group to help explore different perspectives. Conferences also tend to be more formal and are held in a space that’s conducive to getting things done.
Seminars: are usually put together to help provide training, access to new knowledge, and more. Seminars may have anywhere from ten or more attendees who may know one another or not. These are less formal meetings and often include one or more presentations for attendees. Seminars are short, though they may last an entire day.
Networking events: are usually put together to allow like-minded professionals to come together and share ideas and offer advice. They also tend to be industry-specific and may include employees, clients, and others.
Determine the Event’s Goals & Objectives
Now that you have an idea about the size and type of space needed for your corporate event, it’s time to determine the event’s goals and objectives. Why are these important? Because, without defined goals and objectives, your meeting could lack focus or a strategy. This could lead to the entire meeting ending in failure.
Instead, create a list of defined goals and objectives for your event. Start by determining what the event is about and what it needs to accomplish. Remember, the event needs to be focused on the attendees, which means it’s necessary to meet their expectations and needs, too.
Speaking of attendees, this is the time to also consider the number of people who will be attending your event.
Establish The Event Budget
Next, it’s essential to determine the event’s budget. This keeps you from spending more on the event than the company can afford. Establishing the budget also ensures you won’t be caught out with unexpected costs.
It can be helpful to also review past corporate events to see how much they cost and the specific expenses involved.
Once you’ve established the budget for the event, then you’ll be able to start planning on how much to spend on the venue, catering, transportation, and more. It’s also at this time you can determine how much events tickets will cost (if anything).
When to Start Planning
Many businesses are unsure of when to begin planning their event. We suggest that you begin planning about 8 to 12 months before the event.
It’s during this time you can begin searching for the right venue, as long as you’ve considered the budget, who is attending, and the goals & objectives for the event.
There’s plenty to consider when choosing the event:
What area is best for your event? It should be centrally located and easy to find, with easy access to various types of transportation (such as bus, metro, and more). Make sure it’s also easy for anyone flying in to find the event location from the airport.
Vendors & Infrastructure
Here, it’s essential to consider the type of vendor and spaces they offer and the type of infrastructure needed for the meeting. For example, is it imperative to have WiFi and wired connections? Do you need specialised presentation equipment? Will you require catering and refreshment services?
Choosing the Date
When it comes to choosing the date, make sure to choose one that works for most people. This means it will be best to avoid major holidays and vacation times. In addition, be sure to choose a second and third date, just in case of calendar problems.
This is also the best time to begin searching for speakers for the event. When choosing speakers, look for those who are in your industry and have spoken on topics related to your event’s topic.
It can help create a list of your most ideal speakers and then determine the value proposition when reaching out to specific speakers. Remember to include the value proposition in your corporate event budget.
Next, contact your speakers and invite them to your event. And consider whether or not entertainment may also be necessary at the event.
3-4 Months Before the Event
Now that you have the specifics prepared, you’re ready to begin planning the final touches to your corporate event or conference. This should be done before registration is opened to attendees.
This is the right time to finalise speakers and entertainment. Be sure the agenda has plenty of activity to keep attendees engaged, but don’t forget to include breaks. Consider the flow of the event and the times of day when people tend to become tired. Plan breaks and meals accordingly.
As you finalise speakers, make sure to get their bio information and photos. This is also the time to arrange travel and accommodations for speakers.
This is where you’ll need to choose the ticketing or registration technology for your event. It’s also the right time to set ticket prices and begin selling tickets to the vent. You may even want to consider special prices, such as early bird, VIP, and launch prices, as an encouragement to register early.
Create a Branded Website
You can either use your company’s regular business website and/or create a specially branded site for the event. If you choose to use your company’s current site, then make sure it’s been updated and works correctly. Use images and text to communicate all useful information to attendees.
Next, ensure your website can handle an increased amount of traffic during peak times. And ensure your website is accessible and optimized for mobile devices.
Promote Your Event & Finalise Details
This is the right time to promote your event and to finalise all the details related to your corporate event.
Summing It Up
While all of this may seem like a lot of work, all the effort is worth it in the end. The goal is to have a well-organised corporate event that fills a specific goal and objective.
And if you’re new to planning corporate events, you can use our post as a guide to getting everything done on time.
By following the tips in this guide, you’re sure to have an extremely successful corporate event!