9 Pro-Tips To Plan The Perfect Corporate Event For Any Business
Did you know that most B2B companies take an average of 5 to 8 weeks to plan an event? Can you blame them, though? lt takes time to get things done well. Especially, when it is about your company’s reputation and class in the industry. You can’t just make do with a half-baked pie here, can you?
Planning a corporate event is not just about inviting a number of guests, talking about your objective, and serving them great food. Well, it’s all that but it is so much more. It is your gateway to bond with your customers, stakeholders, industry leaders, employees, and potential leads. Clearly, you’ve got to make a long-lasting impression there. We can go on about the importance of corporate events but we’ve already dealt with that conversation here.
If you’re just starting out, we hope you’ve read all about the basics of corporate event planning. If not, feel free to check out our guide.
However, there’s a lot more you need if you want to go beyond the basics. So, bringing together expert advice and our experience of managing corporate events, we’ve enlisted a few tried-and-tested amazing corporate event tips.
Tips for Planning a Great Corporate event
Tip #1: It’s for your guests, not you!
We understand you are organizing an event keeping in mind KPIs and giving out the best company values. However, between all this, don’t forget about making it worth experiencing and interesting for your guests. That’s what will make your event what it is supposed to be.
You must be wondering how you will do it, right? Well, all the information comes from your research. Think about your goals and put your feet in your guests’ shoes. Now, create a list of all the elements that will make you (as a guest) happy. Down there are a few examples to get you started:
- Less time for waiting in the queue
- Easy registration process
- Having more digital representations
- A plan of your event (for your guest’s planning of the day)
- Nice refreshment (maybe as per their preference)
You need not go beyond your budget to serve your guests the best. What you can do is list down their interests and match them with your budget. Find the equilibrium and you are good to go. After all, a little extra consideration is of no harm.
Tip #2: How about some external help?
Have you considered sponsorship yet? If not, that’s the way to go. Why? Well, we all know that sponsorship is about taking financial help from others. What we don’t know is how beneficial it is for your event.
Let me put it this way, you have a particular budget to spend on the event. Do you have enough money to make it a grand event? Maybe not. That’s when you go and ask other companies to sponsor your event.
That’s not a loan you are borrowing, companies will pitch in some money because they will have their benefits too. In return, you will be promoting and repositioning their brand, also, getting their products to their target audience.
In other words, sponsorship is a win-win situation for both parties.
Tip #3: Include experts in your planning
From technology to catering, it may look like your team can handle everything. However, whatever you do, no matter how much you do, something is still left undone. Don’t you think an expert would be the right choice for the given task?
Only a pro knows what is needed and what isn’t. Therefore, don’t take the risk of doing everything from your end and hire an expert to do the task. Be it about serving the right food, handling virtual work, marketing, or event management. Service companies specializing in corporate planning, especially in your area of expertise should be the ideal resource you should be looking for.
Tip #4: Don’t forget the checklist
Having a checklist always works wonders. It’s not just a list of all the to-do tasks but it’s your guiding source to ensure everything goes as per the plan. Of course, when everything is according to the plan, it turns into a big success.
Not all items are the same for every event. However, some of the common items you may have in your checklist include:
- Marketing strategies
- Guest’s accommodation
- Food and drinks
No matter how big or small your event is, you can always break down your tasks to see if everything is done right or not. Don’t forget this part because it will surely make a huge difference.
Tip #5: Be ready for suggestions
More often than not, companies organize a board meeting and discuss the how, when, and what of the event. However, according to the leader in the event management industry, it is quite helpful to discuss the same thing with your company employees.
You must be thinking ‘what’s the need of involving more people in this. Well, you never know where a better suggestion might come from. At the same time, employees feel more valued if they are asked for their opinion. Hence, they will feel more involved in the process and will put their best foot forward in the event.
Drop an email, discuss in the groups, or simply send them messages and ask them to fill out a suggestion form. That way, you know what others think about your plan and gain some ideas to make it even better.
Tip #6: Share the responsibility
You may think you don’t need any help or hesitate to ask for it but later you will realize how essential it is to share responsibilities. You cannot handle everything on your own like a magician. Need some help? Ask for it.
Having more hands-on-deck is always a better option. It works even if the event is super small. Prepare your team, allocate tasks, follow up every day, and see how everything will work like magic.
Nevertheless, sometimes you may not find enough budget for help. What you can do is ask your colleagues if they are up for being a part of your event planning and execution.
Small efforts contribute to a big successful event.
Tip #7: Maintain one source of truth
Most of the event planners get caught up in the madness of current planning that somehow restricts them to think about the future. Do you want to be in that place? Of course not.
Planning is all about having the right future, but you know what makes it clear? It’s about having a single roadmap. Not just in your mind but literally on a document that you can share with your team. This roadmap should be about every little detail of how you will manage your event, including the budget, guest list, catering, display, marketing, and more.
Why must you have a roadmap? That’s because, a roadmap:
- Works as a motivation for everyone
- Drives self-awareness
- Makes it easier to get an insight into all the resources you would need for your goals
- Makes everything clear
- Keeps everyone on the same page
You don’t let everyone do what they want. Otherwise, the event planning would turn into a mess. Rather, have a detailed roadmap and keep a track of everything.
Tip #8: Leverage technology to your benefit
Technology is everywhere. From the creation of the plan to post-event follow-ups, technology is what can bind an event together. Now, apart from 3-D visualization and video conferencing, you can use applications to make things easier for you.
Use a company app and share the link with your guests, colleagues, and everyone you are expecting at the event. Be it a live event, hybrid, or virtual one. Next, include functions like booking seats, event maps, and online sessions. Since most event apps are customizable, you can also leverage them to promote your brand.
Don’t forget to share your event updates on social media. Use hashtags, trends, and encourage your followers to register. Make use of social media to promote your event the best, provided it’s not an internal event.
Take it from 91% of event planners, those who use mobile event apps to get a great ROI.
Tip # 9: A backup never hurts
Planning is all about making things go the right way. Wait, does planning ensure everything will be exactly like your plan? Maybe not. What to do then? You need a backup for everything that probably could go wrong at the event.
Planning is exhausting and you never know what you forget in this whole process. This is why having a backup plan becomes significant. Be ready to face small mistakes that you barely notice and have a smooth event through backups.
Always remember, there is nothing like being over-prepared. Your Plan B just saves you from having a disaster at the event. So, always be prepared.
Ready for your next event?
Planning a corporate event is not always a bed of roses but you can make it a lot easier with these highly recommended tips. Also, you need not always be so elaborate with your planning. For instance, for smaller events, your event roadmap and checklist could be one and the same thing.
As long as, you’re aware of what’s happening, and what’s going to happen, you should be able to put up a great show for your event attendees using these corporate event tips.
Wait, but things have change post-pandemic, right? How does this change the face of corporate events? Do these tips still apply? Read on to find out more about planning an event in the new normal.