We know corporate event planning sounds like a daunting endeavor. So many people, so many items on the to-do list, so much on the line.
Whether you're hosting a product launch for 500 people or an employee engagement program for 50, the key is to understand the basics of event management. Here are seven tips to help you master corporate event planning:
1. Define Your Event’s Purpose
Before planning a corporate event, you need to ask yourself: What do I hope to accomplish?
Once you’ve identified your goals and expectations, it becomes much easier to plan an event that will resonate with your audience. Instead of thinking of it as just a corporate event, consider it your job to deliver an interactive brand experience that is both meaningful and creative.
Common objectives for corporate events include:
- Motivating employees
- Changing customer's perception of the company
- Offering networking opportunities
- Training new hires
- Marketing the company through press and social media coverage
- Building excitement for a new launch
2. Set a Realistic Budget
The type of corporate event you can plan depends on your budget. According to Business News Daily, you should decide how much you want to spend, and then add a 10% cushion for any unexpected expenses.
While setting a budget, set limitations to prevent overspending on unnecessary items. Minimize costs and negotiate prices with vendors. Allocate your budget wisely, prioritizing a skilled tech crew or keynote speaker over fancy decorations. Substance is key to a memorable event.
3. Customize the Experience
After setting objectives and planning the budget, make a list of attendees. If it’s a client-specific event, ensure you have a list of important guests. If it’s an internal event, focus on creating an attractive invitation and building hype around the event.
Understanding your audience will help you deliver a personalized experience. Use data analytics to understand your attendees’ preferences and behaviors, and ensure the content, food, and activities align with their values.=
Create a memorable experience by incorporating fun, entertaining elements that your attendees will associate with your business. Consider inviting a famous keynote speaker, hiring a local comedian or band, or using Augmented Reality (AR) for virtual tours or product demos.
4. Select the Ideal Venue
Once you’ve decided on everything else, find a venue where you can bring your vision to life. Remember: Location is key to attendance, and your venue should align with your objectives.
If you’re looking for a unique corporate event space in Kansas City, reach out to us at The Guild. We have vast knowledge and experience hosting corporate events as well as all the connections to local vendors for catering, rentals, and other supplies, making your company’s corporate event process as streamlined as possible.
5. Master the Logistics
Successful corporate event planning involves identifying and contacting all necessary event specialists. Make a list of essentials like speakers, mics, tables, chairs, projectors, cameras, etc., and then move on to caterers, printers, decorators, florists, security personnel, and other service-based logistics.
Finalize the activities you want to include in your corporate event and inform the staff and management beforehand to ensure everything runs smoothly.
6. Design Diverse Networking Opportunities
The key to planning a successful corporate event is allowing your attendees to network in creative ways. Consider fun activities like speed networking or themed breakout sessions to encourage new meetings of minds that could turn into synergy.
7. Develop a Post-Event Engagement Strategy
Planning a corporate event also involves thinking about how to wrap up the day. Instead of typical promotional giveaways with company logos, consider take-homes that have a bigger impact.
Offer attendees a promotional code with a discount or exclusive access to online content from the event, like professional photographs and videos.
Alternatively, depending on the type of event, you could create a community platform, like a Slack channel, where attendees can continue discussions after the event.
This post-event strategy gives your audience an incentive to stay in contact and register early for your next big corporate event.
Go Get ‘Em
This guide to planning a corporate event is meant for anyone planning an event, but if you’re in Kansas City and looking to make your next event unforgettable, reach out to us at The Guild! We’ll make sure it's a total success.