No matter the size of your business, successful corporate events are the key to building lasting relationships.
In an extremely digitalized world, and with the impact of the pandemic on various businesses, many establishments choose to continue with remote work guidelines, where face-to-face interactions are reduced to a minimum. However, the effect of live events on a business’s success can’t be replaced with online communications and will always be a vital step towards building personal and genuine relationships.
When deciding to host a live business event, there are several key steps to ensure the plan comes to life as it should. When you break down the planning into small stages, both you and your employees can manage the project to the best of your abilities.
#1: Decide Your Target Audience
The first step towards planning a corporate event is to understand and choose the audience attending the affair. Whether you’re hosting a conference or seminar for your employees or having a product launch for your business, you need to know your event’s target audience to cater to their needs fully.
Are you inviting only managers, all employees, long-time customers, or all of them combined? Try to decide on the list of the guests as soon as possible so that you can figure out the other logistics that will cater to your audience’s needs.
#2: Understand the Clear Business Purpose of Your Event
You should ask yourself, what are we trying to accomplish. Ensure you and everyone else involved in bringing the project to life know the detailed goals and objectives of the event.
Are you hoping to promote your business as a whole, or is it meant to market a specific product? Are you looking to raise customer loyalty? Take time to figure out the details of your goals for the affair because everything else that follows will be a means for that main end.
#3: Create a List of Details for Everything You Will Need
The smallest of things matter when you plan a corporate event. From content and event speakers to transportation and parking, you want to make a list of everything you’ll need in advance.
You can figure the logistics out later; for now, you just need to have a general overview of everything, so you don’t overlook or forget anything.
#4: Set a Realistic Budget
All the event comes down to is whether you can afford it or not. Setting a realistic budget will help you understand what type of event you can expect to host.
Are you relying on sponsor donations, or do you plan on crowdfunding the event? Come up with a detailed financial plan according to the list you made in step 3, and don’t forget to set aside at least 10% more for unexpected expenses.
Then make smart decisions about where you want to allocate most of your recourses, i.e., tech managers, food and refreshments, decorations, guest speakers, etc.
#5: Decide on a Project Timeline
The number of tasks needed to host an event can become overwhelming once you get into the details of your project, so you need to ensure that you and the people involved in the planning are on top of their duties and on time.
Set a timeline for when you want each leg of your project to be finalized. You can use numerous project management tools online and split each project category into small manageable tabs.
#6: Plan the Details/Logistics of the Event
Now comes the time you want to make sure that every detail of the project is planned and prepared. From deciding on the wifi for events, caterers, and audiovisual technicians, to decorators, florists, photographers, and everything in between, the details make or break an event.
You also want to come up with a schedule for the day of the event. You want to keep your guests entertained but at the same time give them their space to explore and communicate freely.
#7: Strategize a Marketing Plan and Promote Your Event
Start marketing and promoting your event as much as you can, and the budget allows. You and your marketing team should develop a strategic plan to help people understand why this event can benefit them.
Use Twitter, Instagram, and every other social media to get the online world talking about your event. You can also hire personal bloggers or online advertisers to promote your brand further online.
#8: Follow up and Check In With Your Employees Often
No one likes to have a micro-manager as a boss, so make sure that you’re checking up on your people, but also give them the leeway to figure things out. Let them know you’re available, and they can come to you with problems or questions.
Take feedback and criticism to evolve the project.
#9: Make Sure the Audience Is Having a Great Time
Last but most importantly, make sure that when the day of the event approaches, your guests are having a fantastic time. Lead by example, and try to promote a good mood and a happy experience.