Organising a corporate event can be hard work and at times there will probably be a few stressful moments; particularly if you are carrying out the arrangements in-house rather than using an event management company.
However, the key to a smooth and successful event lies in the planning and preparation. Here’s a guide to minimising those stress levels, whether you are arranging a small business meeting or a large conference.
Define the purpose of the event
Decide what your aims and objectives for the event are first of all. For example, is it roll training or key updates to employees; to launch a new product or service; or to bring together a group of experts to discuss a particular issue or new development in your field?
A clear understanding of your goals will help you make the best decisions throughout the planning process. It’s also important to be clear about the objectives of the event in your marketing strategy, so that your target audience is prepared to commit their time and effort in attending.
Choose the right venue
The right choice of corporate event venue is central to your success. The venue should be easily accessible by road and public transport, and have room sizes and facilities that are suitable for your needs. For example, if there will be a large number of attendees, then the room will need to be able to accommodate everybody comfortably without overcrowding.
If you are planning a small meeting, then a space that is too large can drain the energy from the room and make it more difficult to create the right ambience. The space should also have flexible configurations to suit your needs: for example, if group work or discussions are required, then a boardroom or semi-circular layout may be most suitable.
If it’s a larger conference where the audience will mostly be listening to talks, then a theatre arrangement with a platform at the front will be more appropriate. The rooms should have a good level of technological infrastructure, with an in-house support team available if necessary.
Set a budget
Draw up a detailed budget to avoid any last minute unwelcome surprises. It should include the venue costs; catering; transport; fees for any keynote speakers; technology hire; and contingency funds.
Plan the agenda
A well planned agenda will help you to create a memorable and engaging event. Aim to include a mixture of presentations, interactive sessions, refreshment breaks and networking opportunities.
Put the marketing and communication process in place early
Events such as a small meeting or AGM will not necessitate a marketing campaign, but let all the attendees know the agenda well in advance so that they prepare and know what to expect on the day. For a larger conference or exhibition, use a mixture of digital marketing including email and social media campaigns to raise awareness.
