A corporate event planning, suffice to say, is not just about inviting your attendees and looking for the best possible location to host it. Instead, it is much more than that. Though corporate events are exciting to plan, you need to conjure up some different and unique agenda to spice up the matter of the meeting. You might hit a dead end if you are planning some impactful event while simultaneously suffering the setbacks of a particular line-up, suitable vision and most importantly the budget that is the foremost concern for any event. Have a look at some of the key factors that are important in making a corporate event a successful one.
Locate Your Event’s Purpose
Why are you organizing this event? Is it the launch of your new product? Do you want to organize some motivational team building exercise for your employees? Or it is some workshop organized for your clients? Before moving forward with all the preparations, keep in mind the agenda of your event.
This will help you in conveying the correct message to your attendees or guests and you might even notice a higher influx of participation and renewed interest among all of them. Letting your guests know about your objective would help you in achieving that goal with less drudgery.
Prepare an Event Timeline
A corporate event is an amalgam of lots of aspects such as venue, food, entertainment, etc. And having a timely scheduled planner at your side can definitely keep you away from all worries. Preparing an event timeline takes a lot of time as you are mulling over what to add and what to avoid. Follow a step-by-step routine and execute each and every task uniformly. Creating an event planning checklist has got its advantages. You can easily delegate the work to your team members and a keep a check on all the tasks that have been completed or that are still untouched.
Channelize your Responsibilities
When you are organizing a corporate event on a grand scale then it would be better to form a team and divide the task among them. This will probably help you decide who will be responsible for which task. This wouldn’t create too much pressure on yourself. Delegation is sometimes done with the help of an event planner or any other vendor.
But, if the budget is your main issue, then advocate your team members and let them shoulder the responsibilities. Threading out your task list would eventually help you in accomplishing your tasks in a better way and in an even tenor.
Synchronize your Preparations with Budget
This basically should come at first, but chalking out a plan is the prime task even before counting your budget. When you are in a state of allocating funds over each and every feature of the event, you should be well aware of the cost these would require.
You cannot just estimate your cost haphazardly and bring down a disastrous situation over your head. Intelligent assignment of a budget is essential before you overdo any feature and lacks in other. Like investing in much of a décor is not essential as compared to other aspects which are important for your conference or event.
Choose a Venue
Though there are different types of venues for events, picking the perfect venue can accentuate the environment of your meeting or conference. While organizing the event, make sure that banquet hall settings for your event have the space to accommodate your intended number of guests.
Create a seating plan according to your type of meeting whether it is going to be in theatre style or hollow square shaped depending on the number of attendees.
Draft your Guest List
Now, as you have planned your agenda, went through your timeline and verified your budget, it’s time for you to prepare your invitations. Corporate invitations are not much of a hassle if your destination is already pre-decided. But, when this is an open-ended meeting, make your guests list depending on the agenda you are about to discuss.
Having a financial discussion would definitely be useless to a chemical engineer! Thus, try to sort out the targeted audience and give out your invitations through the mail or any other method.
Put together a fun exercise for better engagement
A corporate event does not mean you cannot add some entertaining element to it. Pick out some fun themes that will engage your audience throughout the event. Your session might start with asking your audience to go through some brainstorming sessions. This could be encouraged while you arrange for some theme- related items, videos, or some teamwork activity.
These kinds of activities are more likely to bring the cohesiveness within an event if the event continues for more than one day. While planning your exercises, make sure that they are perfectly related to the theme. Arranging such kind of activities would give the right message to your audience while any half-hearted method might squash any enthusiasm among them.
Make the Best of your Theme
When increasing participation among your audience is one of your goals, then having a suitable theme should be at the top of your to-do list. A participatory learning is more effective than a subtle one. People immerse themselves in the spirit of the event when they come out of their appointed chairs and perform something innovative.
Thus, plan a theme that could bring out the enthusiasm among your participants and they participate in the hands-on activity. One of the biggest advantages of having such a theme and conjugated activities is that it simplifies the learning ability and enhanced the designated skill within the participant.
Introduce some Retention Tools
Though your event got concluded successfully, you must be focussing on how much of your participants were able to grasp the content of the meeting. Before ending your session make sure that you display out their learning with the help of the post-event retention tools. This could be done with the help of some online videos or webinars that will serve as a refresher course for them.
Some online quizzes or questionnaires could be prepared that can help them in gaining knowledge that they might have missed out during the session. Group discussions are also an effective mode of clearing out the doubts. Follow up questions after the training session is equally useful.
Marketing of your Event
You cannot host an empty event and without ample participants in it, it would not be a successful event. To make your event known to every potential participant, promotions are important to communicate the details and venue of your event. Your marketing should be totally based on inviting them with sufficient interest that would suit their needs.
Since every corporate event has a different prospective audience, you need to create the ads or promotions based on their interests. These days there are hundreds of ways by which you could reach your audience. The social media marketing or email marketing has provided you with enough options to broadcast your event to the world.
Communicate well with your Attendees & Potential Stakeholders
If the purpose of your event is the sales of your product or launch of your company, then you must be eager to gain some stakeholders as well. Thus, having a follow-up plan would be beneficial in learning about your participants and what do they have in mind.
Delegate the task of following those clients for a certain deadline. This would help you in understanding their current mindset. The communication could be made before initiating your conference as well. From the point of view of your business sales, having their feedback is essential in boosting sales.
Draft a Plan B
It might happen that while planning for your event, you accidentally skip some of the details because of your tight schedules. When your schedule is all tied up and you don’t have much time to plan certain things, then draft an alternate plan that could be applied when the uncertain things are about to roll out. Thus, preparing for such plans would be a lifesaver for your event.
Cannot Organize? Call your Event Planner
Well, this is a bitter truth that you cannot host the entire event by yourself. For this, you may hire an event planner who is a professional enough to handle all your tasks efficiently. They can perform the tasks with priority and can guide you in planning the absolute requirements of the event. You need to build trust with your event planner and have to rely upon his ideas and opinions as he/ she could provide you with the trending ideas of organizing a corporate event that you are not at all aware of.
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