How To Plan A Corporate Event

How To Plan A Corporate Event

Have you been tasked with planning a corporate event?

Corporate event planning is a very different experience than any other forms of event planning. The reason for is that is that in a corporate environment there is always a message that the brand is trying to project about itself. An event hosted for a company must reflect an internal initiative whether that is to celebrate a success or promote a new product.

Common Types of Corporate Events

A corporate event is defined as being an event hosted or sponsored by a business on behalf of its employees, clients, or potential clients, and can range from being a charity event to a holiday party.

Common types of corporate events include:

• Trade shows
• Appreciation events
• Holiday parties
• Product launches
• Business dinners
• Conferences
• Incentive trips
• Charity events
• Team-building events
• Board meetings

Five Reasons to Consider Outsourcing Your Event

Those who have participated in the planning of conferences, board meetings, and charity events know how much time, energy, and money it takes to make an event successful. For companies looking to meet high demands with a low budget and lack of human resources could benefit from outsourcing their event to ensure that every detail of their vision is achieved. Outsourcing provides companies with all the glory without having to do the footwork.

Here are a few reasons to consider outsourcing your next event:

1. Time

Planning a corporate event comes with a lot of details and responsibilities that can be overwhelming for someone with little or no experience. Each step of the planning process involves the complete attention of the event planner in order to make sure that every decision made will enrich the experience, meet the overall vision, and stay within budget. Outsourcing your event means that you have a professional at your disposal who is dedicated to making the event a success. Don’t overextend yourself or your hard working employees when outsourcing saves you time and money every step of the way.

2. Lower Costs

Outsourcing your event will save your company time and money. Hiring an experienced professional comes with the expectation that they have pre-established working relationships with all the best speakers, vendors, convention centres, and AV companies that they can tailor to fit your needs. This means that you don’t have to waste money compiling professional and affordable services yourself.

3. Experience

When you outsource your event to a third party you are acquiring the technical expertise of a corporate event planning professional. There won’t be any surprises because they have the expertise to handle any curve balls that may come their way.

4. Professionalism

Experience and professionalism come hand in hand. Outsourcing firms provide professionals groomed for working with an elite clientele and they know how to treat clients with respect while providing knowledge and specialized guidance through the event planning process.

5. Stress-Free Event Experience

When you outsource your event, everything is taken care of behind the scenes. With a reliable company handling all the details of your big day, you can lay back, relax, and be a guest at your own party.  We promise you will love the experience so much that outsourcing will be a staple of your event planning for years to come!

Your Essential Corporate Event Planning Checklist

Looking to plan a corporate event for the first, second, or maybe third time? This simple checklist will help you plan your corporate event over the course of an eight to twelve month period of time.

8-12 Months Until Event Date

Getting started: lay down ideas, set a budget, and get working!

1. Develop your idea

• What is the purpose of your event?
• Who do you want to speak at your event?
• What is your audience? Will attend in person or watch a live-stream?
• What will the format of the even be?
• What is the theme or overall tone of the event?

2. Budget

• How much will tickets cost?
• What is your venue? Will you hire a caterer?
• Do you plan on outsourcing or will you pay company employees to plan the event?
• Will this event generate revenue beyond ticket sales?

3. Select a date and stick to it!

4. Location and Vendors
   

• What is the best location for your event?
• How many people will be attending your event?
• Do you need to provide Wifi and have access to other AV equipment?
• Does the venue provide a caterer and other amenities? If not, do they allow you to use an outside vendor?
• What other services does the event venue provide?

5. Find Speakers
   

• Has this speaker spoken at similar events?
• Compile a list of l speakers and contact your favourites.

6. Start reaching out to potential sponsors.

3-4 Months Until Event Date

Now it is time to build on your established foundation and work out some essential details!

1. Finalize Event Details

• Finalize your speakers/get the appropriate information for programs.
• Finalize venue and vendors.

2. Finalize sponsors and choose your ticketing or registration technology.

For an easy and stress-free experience organizing ticket sales try the online resource Eventbrite.

3. Build your an event webpage.

4. Begin Event Promotion
   

• Promote your event on your company site, email, and social media.
• Reach out to people who may not be familiar with your company through paid advertising and other event distribution outlets.
• Have your event listed on affiliated companies event calendars.

1-2 Months Until Event Date

Promote event and finalize schedules.

1. Send reminders
   

• Continue to push your promotional platforms.
• Ensure you reach out to your speakers to make sure they are ready and have everything they need.
• Contact the venue and your possible vendors to confirm details and arrangements that have been made.

2. Push promotions to meet your attendance goals
   

• Rekindle interest with retargeting
• Encourage last-minute buyers to register on email and social media

The Week Of…

1. Finalize Everything

• You will especially want to finalize details and scheduling with your staff, speakers, and vendors.
• Finalize any scripts or speeches that will be made.
• Check over the program one last time.

2. Enjoy the event you have made a success and begin brainstorming for the next one!

Finally, once your event is over, take time to reflect back on it. Consider the entire corporate event planning process and the feedback you received. Were the guests provided with comfortable business accommodation? Did your conference management ensure a truly effective business event? Retrospection can help you regularly improve your planning and planning skills.

About: Rebecca Hill was an event manager at Le Jardin, who has 30 years of experience in hosting Weddings, Rehearsal Dinners, Engagement Parties, and Corporate events.