Corporate event planning is one of the most effective strategic communication and advertising methods for establishing an organisation’s prominence.
However, you may have noticed that many headaches can revolve around corporate event planning. These may include discovering a suitable location, completing a menu selection, schedule constraints, and other reasons. All these scary scenarios are what bring you here, aren’t they? Let’s take a look at what corporate event planning is all about and how to manage it the right way.
Corporate Event Planning – Ultimate Guide
What is corporate event planning?
Corporate event planning is preliminary discussions with clients about event ideas, themes, desired dates and budget guidelines. The planning begins from the early stages of the concept and continues until the actual event takes place. Even up until a few weeks after the event, as the event planner wrapped up the details and addressed any follow-up information.
Corporate event planning involves working closely with the client to design an event that reflects the client’s vision of the gathering and meets the objectives of the event. Clients who hire an event planner hire event management companies like us to plan all aspects of the event. The planning can include details and related action plans to see the event through to its completion.
It may not be as feasible as you think to plan and prepare an extraordinary corporate event. It typically takes around 3-6 months or more to plan procedures that include numerous phases and a range of operational processes. There is a multitude of different ways companies can tackle planning a corporate event. Some companies may even try to manage the event in-house but quickly realise some of the hidden complexities that are involved.
For larger corporate event planning, where several external agencies are involved, you are better off arranging and outsourcing to an event management company such as us. Corporate event management companies are meant to organise such events and devote all their time to the event in question rather than the part-time attention that people from within the company can give.
Our top tips for a successful event
Here is everything you need to know about corporate event planning to assist you in making your event successful:
1. Determine the types of corporate event
The first thing you need to do before you organise any corporate event is to decide the kind of corporate event you are planning. Each type of event will have its own particular needs, and you should be clear about things you wish to gain through the event and then decide how you will achieve your goals.
Corporate event planning that involves product launches requires you to gather all of your traders and publicity in one place. But charitable events need you to get the attention of potential supporters. Meanwhile, shareholder meetings need you to share information with all shareholders. So, determining the kind of corporate event may lead to better planning and an excellent outcome of the event.
2. Events goals and objectives
The next step to be focusing on for corporate event planning is the goals and objectives of the event. If possible, make your goals SMART to have actual KPIs to analyse at the end of the event. SMART goals are Specific, Measurable, Achievable, Relevant and Time-Driven.
Determining and having concrete goals and objectives for your company’s corporate event enables you to manage things efficiently. Always remember that the primary objective should be on the attendees so that you can be on par with their desires and expectations. Please also compile a list of what your attendees will anticipate and incorporate them into the event.
3. Set a realistic budget for the event
After you’ve established a goal for your event, it’s time to figure out the set budget for the corporate event. The estimated budget may influence each element of corporate event planning. Our team can help you.
Deciding on a budget is a critical step in event planning. Not only will it help you stick to your original plan, but it can also help you avoid overspending on unnecessary elements. For example, if you decide to have a corporate formal event at a luxury hotel, the budget may dictate that you hire a high-profile speaker and purchase top-of-the-line food and entertainment. However, if your budget is tight, you may choose to hold the event at your office or another venue that’s less expensive.
Nonetheless, before submitting your corporate event proposal to management, always consult with an experienced event planner to get their professional opinion and guidance on what’s feasible within your budget.
4. Choose the event styling
The subsequent stage of the corporate event planning process is about creating corporate event styling that fits your purposes while also providing a memorable experience for your targeted customers. The corporate event styling team at Pink Caviar Events knows the perfect tone for any occasion and makes your corporate event remarkable.
When selecting a corporate event theme, it is important to keep several factors in mind. By considering the event’s purpose and the audience, you can create a unique event that will be enjoyed by all.
5. Event branding and marketing
After planning a corporate event, you may proceed to the branding and marketing stage. This is where you’ll emphasise the appearance of the event, the ambience, and how to promote it.
Outsourcing your event management to a trusted partner and quality events agency can help save your business time, money, and plenty of headaches.
To create a successful event, you must instil enthusiasm in all of your participants prior to the event’s date. Take into account the name you’ll give your event and other aspects such as the motto, tagline and branding. You can also design illustrations for marketing collateral, such as banners and brochures. We’re sure you’ve got something in mind but ensure all of it applies to your participants.
Make use of social media platforms when advertising your corporate event. For example, you may use Instagram, Facebook and email marketing to generate enthusiasm among participants until the day of the event. Besides you may also engage corporate event planners to assist you in promoting your event and managing it. Events with regular advertising strategies will always be more distinctive and appealing.
6. Day of the event
To conduct a memorable experience on the day of a corporate event, you must have a comprehensive event management plan in place. This stage of corporate event planning is all about executing your well-planned event and preventing unanticipated complications. If a corporate event fails to draw the participant’s attention, it will influence their capacity to remember details.
For larger events, it is usually advisable to have a dedicated tech team on hand that can handle all technical needs.
According to research by Microsoft, since the year 2000 (or about when the mobile revolution began), the average human attention span has decreased from 12 seconds to 8 seconds. With that in mind, corporate event planners need to up their game and prevent using boring PowerPoint slides in favour of more imaginative session models that minimise brain fog.
The main considerations should be to use the appropriate event technology, integrate engagement tactics such as live Questionnaires and Answers (Q&A) sessions, balance objectives and aspirations, and be genuine.
7. Follow up after the event
The best method to wrap off a successful corporate event is to execute a post-event follow-up. Send out emails to express gratitude to everyone who came to the event. Post-event emails are an effective approach to advertising your products or services.
Build a bond on social networking sites to help maintain your company’s image and attract new customers. You can also collect data and conduct a survey amongst your participants to get feedback on the event, as it may assist you in organising better upcoming events.
In conclusion
Corporate event planning or management may seem like a daunting task. The most common setbacks are an uncomfortable or hard-to-find location, poor food quality coupled with the wrong menu, power failures, main invitations or speakers not arriving on time and more. So many corporate event planners overlook and do not go above and beyond the necessities, leaving visitors with a subpar experience.
We believe that your attendees expect better, which is why our passionate team at Pink Caviar Events, a leading event planner (Sydney), are here to assist you in creating an unforgettable event experience.
