Did you know a whopping 85% of businesses held their corporate events online?
Whether you aim to keep things virtual or to step carefully into face-to-face gatherings, there’s no denying that corporate event planning is no easy task. There are a lot of factors to work out. One wrong move and the event could go down as a disaster.
It’ll go viral for all the wrong reasons!
Avoid this trap by identifying some of the key steps in planning corporate events. Learn what you need to prioritize with our in-depth list right here.
Table of Contents
Identify a Goal and Theme
To organize the best corporate event, you need to focus on one main goal and theme. You and your team might have a bunch of great corporate event ideas but this doesn’t mean you need to use them all. You should allocate some of the other ideas to other corporate events where they might be more relevant.
Is the goal of the corporate event to introduce a new product to existing clients and investors? The theme of the event should revolve around the product’s main strengths. Avoid ideas that might seem good on paper but don’t push the theme and goal forward.
Set a Budget
There’s no denying that planning a corporate event costs a lot of money. You’ll need to determine early on exactly how much your business and organizing team can spend. This budget will determine a limit on the type of venue you get, the speakers you can hire, and how many guests you can accommodate.
While it’s important to remain flexible with your budget, maintain a hard limit. You don’t want the expenses to keep on inflating as you attempt to accommodate so many ideas and necessities. If you can only afford two speakers and a small venue, for example, don’t try to push for more.
This is especially important for fundraising events. You don’t want to spend more than you can profit.
Venue Hunting
Hunting for a venue deserves a list on its own. There are a lot of factors to consider when looking for the right one.
Start by determining which venue suits the goals and themes of your event. For most corporate events, you’ll want a large indoor space with a stage. You can then use the wide space for chairs, trade booths, seminars, product displays, and more.
Given there are a lot of people attending, you need a venue with multiple exits in case of emergencies. Check for updated sprinklers, fire extinguishers, and other security protocols.
Does the venue have enough parking space for your guests? How are the restrooms? Take your time to check the entrances or hallways because there may be long lines to manage too.
Planning for a virtual event? You’ll need to find a virtual venue. You can rely on tools like Facebook VR, Zoom, or Livestorm.
Determine Roles Early
There’s a lot to handle and organize. One of the most efficient tips for planning an event is to designate different roles as early as you can.
Assign someone to deal with finding a venue. Assign someone else to handle the physical logistics for that venue, such as the chairs, decorations, displays, and tables. Have someone else focus on hiring speakers and someone else for the sound system and video projection.
Giving people different roles ensures no one feels overwhelmed. Each person can get their job on time since they don’t have to juggle multiple tasks at once.
Have One Main Organizer
There is one issue with organizing business events with a whole team. People might get confused when it comes to big decisions. To avoid confusion and conflicting actions, always have one source of truth.
One person should sit as the main organizer. They should have the final say. Whenever they do make a decision, they should announce it to update the whole team.
Fortunately, there are now tools like Slack or Discord. You can use these to keep everyone in every department updated in real-time.
Hiring the Best Speakers
Corporate events live or die depending on the quality of their speakers. Hiring the best keynote speakers can make your event memorable, viral, and buzzing with positive word-of-mouth. Hiring the worst could lead to a PR disaster.
You want speakers who not only educate but also entertain. Make it a point to hire speakers who have knowledge and experience regarding your products/services, the event’s theme, and your company goals. Otherwise, people will be able to identify a speaker struggling to find relevance.
If it’s within your budget, hire speakers your audiences know. You don’t need to hire someone as big as Steve Wozniak but an influencer, successful figure is still a major priority. The speaker’s name alone could draw more attendees.
Work With Professionals
Given how much stuff there is to organize, it’s always a smart idea to plan a corporate event with professionals. There are teams or agencies that specialize in corporate events. They already have a list of suitable venues, suppliers, and technical equipment.
Professional agencies can also provide some clout to your event. Working with them highlights your willingness to go above and beyond. This can help convince notable speakers and visitors to attend.
Working with agencies will also allow you to relax a bit. You can now focus on what your company does best, providing its products or services to your clients. You’ll be able to get everything done and ready faster and for a lower cost thanks to the agency’s expertise and resources.
Improve Corporate Event Planning With These Tips Now
Now you know what to consider when it comes to corporate event planning. Work with a professional team, designate roles, have one source of truth, and follow a single goal and theme. Take your time hunting for a venue and stick with your budget.
Of course, planning an event is only one way to boost your brand and communicate with clients or partners. For more business and marketing tips, we invite you to read more of our posts and lists. We also have technology guides for a plethora of tech-savvy tips and tricks!
