Staying afloat in the corporate world is all about networking. And what better way to network than through a corporate event? Corporate events are great, not only to market your product or service, but also to bring people together and just have a good time. However, planning a successful corporate event takes time and effort. Make sure you plan ahead to make your party a memorable one!
The most important thing is to stay organized. Have a basic overview of the number of guests and your budget before you get into the finer details. Create a game plan using the following steps as a guide:
Step 1: Decide Your Budget
Don’t underestimate how much a single event can cost your organization. Don’t settle on all the selections immediately. Practice the art of negotiation, whether it’s when you’re selecting a venue, a caterer or an event planner.
Step 2: Set Your Goals
Clearly establish what the purpose behind the event is. Know who your guests are and what they’re expecting. If you’re planning on having speeches at your event, select the right people in advance and give them ample time to prepare. A poorly prepared speech will bring down the entire event.
Step 3: Finalize Your Guest List
What are you really trying to do? Do you want to attract new clients, entertain existing ones, or treat your employees? You might be tempted to invite everyone you know. This will mean that other corporate heads will want to do the same, and before you know it, your budget will be out of the window and there won’t be any room for your actual guests. Keep your list restricted to your target audience because this will also help you decide the tone of the event, the speakers and the overall entertainment.
Step 4: Choose the Right Venue
Where you host your event is extremely important. You might love the best resort in the city, but it’s probably well out of your budget. That being said, don’t go for something cheap. Find a place which fits your budget and you know your audience will enjoy. Come up with a theme to make your corporate event memorable. Setting the right vibe will have your clients and/ or your employees talking about the event for the rest of the year.
Don’t make it a one-man show. No one likes to sit around listening to endless speeches. Get your audience involved in the talking. This way they’ll remember the event and you’ll be able to fulfil the purpose of hosting it in the first place.
Step 5: Promote Your Event
This is probably one of the most important steps in your event planning. Get your PR team to create a buzz about the event. Choose the right medium to connect with your audience. If it’s mostly people from the digital age, connect with them through social media platforms like Facebook and Instagram. The more exciting your advertising is, the more people will be hyped to come to your event. The right promotional tools boost your company’s image. Who knows? With the right marketing, you might be able to convince a potential investor to invest, even before they show up!
Step 6: Stay on Top of Your Planning
Keep an eye on your allocated budget. If you need a little extra, make sure you put in a request ahead of time. Make sure all your deposits and payments have been made to ensure timely service. You don’t want to show up at the event, only to find out that the caterers won’t prepare the food till they’ve been paid!
Step 7: Keep Everyone in the Loop
Communication is key. Make sure all the relevant people associated with the planning of the event are informed about the progress and any changes that may have been made on the agenda. Your employees should be informed of the timings, date and location in advance.
Step 8: Set Up a Timeline
Create a timeline for all the items on your event planning checklist. If you want your corporate event to be successful, leave some room in your planning for potential delays. You’ll probably be outsourcing your catering, venue decor and so on. Anyone can delay their work. Make sure you account for these potential delays in your planning.
Step 9: Connect!
Once the event is finally here, it’s time for you to get moving. Socialize, network and find meaningful connections. Make sure your guests are having a good time. Just don’t exhaust yourself. Have a good time at the event you spent months planning out.
Step 10: Post Event Cleanup
Congratulation! The event was a big hit. Now it’s time to go over your budget again. This isn’t just about going over the final invoices, it’s also about gauging how profitable your event actually was.
It’s also a good idea to send out feedback forms to your audience so that you can make your next event even better than this one.
That’s a Wrap!
Hosting and planning a corporate event might seem like a mammoth task at first, but it becomes much easier once you break it down into small steps. As long as you plan properly, have an efficient team, and remain proactive, your event will be a success. If it’s your first time, you’ll be a little nervous at first, but stay in control, stay organized and most importantly, stick to your budget. Stick to a plan and you’ll be able to throw a party people will talk about for years to come.