Planning To Organize A Memorable Corporate Event? 4 Steps To Effectively Do It
The last time you were a part of a corporate event, we’re sure you must have enjoyed and learned many new things. Yes, corporate events can be fun too!
But this fun thought can slowly vanish in thin air when you’re tasked with organizing the upcoming event. And this is where the anxiety of perfect planning will start getting under your skin.
We’re here to help. The tips mentioned below will help you organize a near-perfect corporate event with minimal effort.
Come, take a look!
Research
There’s a starting point in every planning process. Here, it is research.
Before you decide to host an event, it is important to determine the requirement and what the audience would like to see. Otherwise, you could waste your budget on activities that you could have avoided in the first place.
First, determine your goals for the event. As a team leader, you might want to promote new products or attract new customers at an external event. Or, you might want to build relationships among teams or celebrate a successful project.
A SMART approach lets you have quantifiable KPIs to assess the event’s outcome.
SMART goals are Specific, Measurable, Achievable, Relevant, and Time-Boun. An example could be, “Our goal is to attract 200 sign-ups for our free event trial,” unlike the less effective “our objective is to increase sign-ups.”
Apart from goal setting, also make sure you research all miscellaneous requirements before you move forward. These could include insurance and liability protection, sponsorship to finance the event, and resources that you will need from your team.
It will also let you establish a budget and narrow your audience.
Event Design
This next stage of the process is about coming up with a corporate event that meets your goals and creates a great experience for your intended audience.
You have to think of a corporate event idea that will be approved. This part involves ideating on the event type, venue, time, and overall theme.
The first step is to create a proposal for your corporate events. This will include a general outline, location suggestions, and a list of the resources you’ll need.
Now, it’s time for you to begin planning your corporate event once your proposal is approved. Visit the venues and meet with vendors. This is also where you’ll arrange speakers and ensure all the VIPs are available for your event.
Don’t forget to plan your event production and determine what type of event technology you will need. This could include WiFi and contactless payments.
Catering
Yes, we agree. Planning your event’s catering is one of the most tedious tasks.
You will need to arrange catering after you know the number of attendees. This can eat up a lot of your day’s time and even require multiple trips to the venue, adding to the expenses.
You can avoid this by giving your attendees a digital Food Card that they can use for drinks, snacks, and a meal from any of the vendors near your event venue.
Day-Of Coordination
It may seem like forever from the day you started the planning. But the D-day will arrive, and you’ll have to be focused on ensuring everything goes according to the plan.
Executing your event plan smoothly on the D-day is all it takes to make it memorable. It will also help you avoid unexpected problems. Remember, your role is to manage event communication and to be the first to help if needed.
Have a team meeting minutes before the event starts. This will help you ensure everyone’s on the same page. Also, make it easy for support staff members to reach you through radios. This can be the most challenging part of event planning, but it is crucial to stay organized.
You can also consider hiring local DJs to spruce up the atmosphere.
Final Word
Organizing a corporate event can be a tough nut to crack. You’ve got to be on your toes all the time to ensure things don’t go south. We’re sure the above tips will help you organize a memorable corporate event.
Got any thoughts? Let us know in the comments!