Every business looking to build long-lasting relationships needs to know the intricacies of throwing an incredible corporate event. Given that 48% of event planners start the planning phase 6-12 months in advance, you need to understand the elements of event management to throw a cool corporate event. These elements include research, planning, design, evaluation, and coordination.
Breaking up your event into these elements makes it easier to manage and organize efficiently without missing anything. The question is, how do you organize and pull off the coolest corporate event that’ll strengthen your bonds with current clients and partners?
An event that attracts more of them and serves as the beginning of lasting relationships and not just another forgettable party?
Well, we understand that you want the best of the best. For that reason, we bring you this comprehensive guide on organizing and hosting the best and possibly the most fun corporate event ever!
Understand the Objective of the Event
The first thing you should do the minute you decide that you want to host a corporate event is to understand the objectives and goals you want to achieve. Understanding the deliverables the stakeholders involved want to achieve, you’ll have a better opportunity to plan the event effectively.
You’ll be able to communicate your ideas with all the parties involved. To pull off an incredibly cool event, your objectives need to be SMART. This means that they should be specific, measurable, achievable, relevant, as well as time-bound.
Determine Your Audience
Given that this is a corporate event, you most certainly know the kind of attendees you expect. This could be executive managers, long-term clients, business partners, suppliers, and possible investors. Understanding the kind of people you expect to host will place you in a better position to plan an incredible party.
You’ll know what they expect, what they need, what their expectations will be, and what kind of things are likely to interest and excite them. If you’re looking for investors, then plan the event accordingly so that they’re impressed enough to want to invest in your company. The kind of attendees you expect play a significant role in planning everything from the food to the venue and the theme of the event.
It’s always better to invite more people than too few because empty seats and uneaten food will be a waste of resources and not good for business either. More people mean you’ll create a buzz, and more of them will look forward to the next event you host. The most important part you have to remember is that all guests, regardless of their position, must be treated the same so you can leave a lasting impact.
Set Your Budget
The next thing you have to do is set a realistic budget for your corporate event. Your budget or help you determine a lot of the new things, like the kind of venue you should book. The one thing you should keep in mind when setting a budget is that you need to have at least 10% more of the budget set aside, in case somethings exceed your expectations.
When planning your budget, it’s important for you to allocate funds according to the most essential resources. For instance, it’s a lot better to spend more on the skilled tech crew than it would be on fancy decorations. Consider the kind of attendees you expect when allocating your budget to food and beverages, and remember to keep dietary restrictions in mind.
Establish Your Planning Timeline
Designing a corporate event, we require you to keep track of so many things, and having a detailed checklist can go a long way. There are many online tools that you can use to streamline and simplify your tasks. Beyond that, you can also create a spreadsheet and use different tabs for different event categories.
These categories include venues, schedules, speakers, agenda, travel, among others. This will make it easy for you to list all the tasks involved in those categories, as well as the people responsible and the relevant details and deadlines that will see the process through.
Choose a Theme
Now that you know the objectives and the kind of attendees you expect for your corporate event, choosing a theme and format will be a lot easier. Determine whether you want to have an industry expert as your guest speaker.
This could be a good thing because it’ll position your business as a trusted advisor. You can also go for round tables, breakout session speakers, peer-to-peer learning, or keynotes.
Make sure there’s something fun for your attendees and that you present memorable entertainment that they don’t find in other regular corporate events. You could go for a comedian, a famous speaker, or an incredible band. Try something new, exclusive, and thrilling.
Keep in mind that interactive events are more successful compared to those where the guests sit and watch the speaker all day. Try to create an experience and not another boring situation.
Some of the most important things you have to consider when looking for a venue are your budget, choice of attendees, location, capacity, logistics, and availability. Some of the most fun corporate gatherings are hosted in some of the most unexpected places. For instance, have you considered that you could host the event at a classic car museum?
Refined corporate businessmen and women are always impressed and intrigued by vintage and classic cars. This means that your event may be a winner if you were to pull this off.
Plan the Logistics
A successful event will require the best event specialists such as caterers, security personnel, decorators, florists, photographers, printers, among others. Additionally, you may need influencers or experts in your industry that will communicate your ideas and topic of the event efficiently. Make sure that everyone on your team knows what aspect of the project they’re responsible for.
Promote the Event
Marketing your corporate event is a crucial part of the event planning process, so you need to find a way to get the word out. If you’re hosting a small corporate meeting, invitations will do just fine, but larger events require bolder moves. Start with emails, then go to placing ads, sending out newsletters, and adding your event to corporate listings.
Ask your sales team to promote the event to clients and partners when dealing with them. Even better, create a buzz on social media and use Tweets, promo videos, guest blogs, and the like to reach your target audience.
Throwing the Best Corporate Event: A Step-By-Step Guide
There you have it! Planning a corporate event may not be an easy task because there are so many intricate details involved. However, if you follow these steps, your work will be much simpler, and you can be sure your event will be a success.
With that said, if you want to host your corporate event in one of the most incredible venues, then please get in touch with us. Our Automobile Driving Museum will wow your guests and remember your party for days to come.