11 Steps To Plan The Perfect Corporate Event: A Complete Guide

1. 11 Steps To Plan The Perfect Corporate Event: A Complete Guide

2. Corporate Event Planning •  A corporate event, no matter how big or small, is not just about attending seminars, it’s a way of engaging your audience in a way they want to listen. Such events are critical to build a company culture, create a focused environment, improve collaborations, connect with your customers, and, not to mention, create a brand image. We could go on–but you get the gist, right? Bottom line: there are plenty of reasons why corporate events matter. • We are here with a super guide that will help you understand how to plan a corporate event without much hustle. Ready? Let’s begin.

3. How to plan a corporate event? • Step 1: Do your planning research • Step 2: Define your objective • Step 3: First talk money, always! • Step 4: Get the venue sorted • Step 5: Prepare your guest list • Step 6: Don’t ignore the design • Step 7: Get set for marketing and promotion • Step 8: Keep a track of your progress • Step 9: The F&B department • Step 10: The D-Day coordination • Step 11: Wrap it up (post-event)

4. How to plan a corporate event? Step 2: Define your objective You have decided to plan a corporate event but have you thought about what will be the agenda of the event? • Do you want to share something? • Do you want to discuss appraisals with superiors? • Do you just want to motivate your colleagues for a better future performance? • Do you want to bond well with your team or with your customers? • Do you need to network or do you want to connect with your investors? Ask yourself these questions and see how smoothly everything falls into place. One more thing, you need to take note of your expectations, motives, and overall scope of the event. Also, don’t forget to add things that could go wrong if you are moving along with your defined objective. Step 1: Do your planning research Your pre-plan research is a study that helps you look at the bizarre, the trends, and the needs and wants of your target audience. A good way to know what people want: ask the people directly. Here are some ideas to know what you must offer to your audience. • Create an FAQ form and share it on your social media. • Conduct market surveys. • Send messages or call people to collect the information you are expecting.

5. How to plan a corporate event? Step 4: Get the venue sorted Some key deciding factors when it comes to the venue are: • Number of attendees • Parking capacity • Distance from airport or stations and common landmarks • Location of the venue • Facilities provided • Hospitality standard Establishing venue criteria allows you to shortlist your options faster and more efficiently – be it via online websites or through contractors. Step 5: Prepare your guest list Your event guest list depends on all the factors we just talked about. The event goal, your budget, the venue size, and the traveling, you need to keep all this in mind while jotting down the names of everyone you might expect at the event. For instance, the objective of your team will help you decide if you should invite just the sales department, the IT executives, or want the entire company workforce. Once you have that list ready, it becomes a lot easier to manage the event accordingly. You can then go ahead and arrange equipment and services as per the number. Step 3: First talk money, always! Here comes the main part–the budget. You need to figure out all the expenses for the event. What budget will you set aside for your vendors and contractors? Do you need a keynote speaker? Some of your attendees might be coming from abroad or from different states. Are they going to stay at a hotel? Write about that expense too. How much would the marketing cost be? It’s not just about the catering, decoration, or venue of the event–there’s a lot you need to take care of. If something goes out of budget, find an alternative. Having a laid out budget, helps you streamline your decisions and prioritize what matters.

6. How to plan a corporate event? Step 7: Get set for marketing and promotion There are plenty of options to get ‘Upcoming Event’ news out there in the market. To name a few, you canemail, share posts on your social media, have web page, send out bulk messages, do the phone call, and more. One or mix of 2-3 channels should be more than enough. Inform people about all the offerings of the event. Evoke excitement among people at the venue for the D-Day. Lastly, promotions take time, effort, and money. About 20% of your event budget must be just right to invest in promotions. Yes, that’s how important they are! Step 8: Keep a track of your progress While planning the event (and till the event is over), you also have to take care of everything is going as per the plan or not. This is what we mean when we say to be on track. Now, what falls under this track? To give you some idea, you must know where your money is going so that you can acknowledge if everything is under budget. See if people have received their invitations on time and whether the venue will be ready on time, among the rest. Step 6: Don’t ignore the design Two things that no one forgets after an event–the food and the feel. The look of your event builds the first impression of your event. Designing and presenting your event has nothing to do with you–though you’d have to match it with your company’s branding. Start with design innovative and creative invitation cards. That’s where the first impression begins. What else? Plan where the stage is going to be, how it is going to look, where you will have the catering, where are your FAQ and photobooths, and other designing details. You can always take suggestions from the venue owner and see what best can you have out of your venue.

7. How to plan a corporate event? Step 10: The D-Day coordination How much ever you plan, how much every you allocate, you would be fighting a lot of fires on the D-Day. Be prepared for that. The best way to deal with the event day hassles is to take care of as much as you can in advance, keep panic at bay, and be prepared with Plan B. That way, you’re less likely to be surprised. Most importantly, don’t keep everything for yourself. To get things right on the event day, it is best to coordinate with different teams and assign them individual tasks. Make everything flow smoothly. Step 11: Wrap it up (post-event) When somebody leaves your event and if they remember you, the event went successful. You can have post-event surveys and feedback forms to let your audience pen down what they like and dislike in the event and know that you’ve been able to create an impact One thing to keep in mind is to keep the process as quick as possible. Let people fill forms or submit inputs right there or as they’re leaving. Nonetheless, the feedback will help you understand the scope of improvement and see what are all the takeaways from this event. The impact is always valuable. Step 9: The F&B department People come to attend because of the value of the event, that doesn’t mean you can underestimate refreshments. With the number of attendees, you can decide what varieties and quantities would be needing and make sure no one goes back with an empty stomach. Hangry people won’t have good reviews about your event and your brand! In fact, branding through food and beverages is a leading trend in the market. • Use customized drinks designed around the company’s motive. • Put on the company branding on the serving plates and glasses. • Use healthy and sustainable items on the menu.

8. Ready to plan your next corporate event? Planning a corporate event may seem like an amalgam of exhausting tasks but it is quite fun and easy if executed well. All you need to do is take care of everything that needs to be done and go with the plan. With small efforts, your event will turn into a big success. Hope this checklist to plan a corporate event motivates you to start staging your event. Put all the factors in the list to good use and see how these small steps will lead to something great for your company. 9 Pro-Tips To Plan The Perfect Corporate Event For Any Business

9. 11 Steps To Plan The Perfect Corporate Event: A Complete GuideLearn More at: Prismbiz Sol

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