How to plan a successful corporate event
There are many reasons why, for your business, holding a corporate event could seem an appealing prospect. Maybe you want to boost your company’s morale, give your workers some fresh education and training, or meet more of your potential clients face-to-face. Regardless of why you decide that a corporate event would be a good step forward, here are some tips for planning it in such a way that there are as few stumbles as possible at the event itself.
Form a rough idea of what the event will be like
In a Yahoo article aimed at small businesses, it is advised that corporate event planning begins with deciding on a theme. No matter what you will be aiming to achieve with this event, you must have a theme that will hold everything together. Therefore, a conclusively-decided theme will guide the rest of your planning – including how much the event will cost and where it will be held.
For the former, think in terms of approximate figures; you don’t need to specify a price for every single part of the budget at such an early stage. However, you should still estimate vaguely how much major aspects like food, venue rental, and accommodation will cost. When looking for a venue, make note of which spaces can best accommodate the items, like furniture and projectors, that you might need. Also, check that the menu will be able to meet guests’ dietary requirements.
Be a people person
Of course, it’s ultimately the people that really make an event. Those include both the people who will run the event and individuals set to arrive as guests. If your company lacks staff with good know-how concerning running corporate events, you could hire corporate event staff from a third party. Such staff can, to the benefit of your firm’s professional image, utilise specialist knowledge and experience that they have gained from participating at events held by other companies.
Once you know who the event’s staff will be, it’s time to send out invitations. This can be done through either old-fashioned postal mail – “snail mail”, as it is today commonly called – or email. However, the most effective method will be using both of these communication methods. Also, by sending email alerts to the potential guests as the date of the event nears, you can be more reliably updated concerning which of these people say they will turn up.
“I always invite more people than I need, because not everyone can commit to the event, and even those who RSVP ‘yes’ don’t always end up showing up,” Miss Jessie’s CEO Miko Branch told Business News Daily. One issue is that some people could choose not to attend, whether or not they clearly indicate this intention beforehand, because you have sent the invitations too late or the event date is at a time that is too inconvenient for them; so, research first to try to prevent either.
Look even further into the future
Odd though this may seem, your pre-event preparations could also cater for what will happen after the event. You could, for example, draft a follow-up email for sending to all of the attendees after the event has completely wrapped up. In that email, you could ask them how, in the future, you could give them a more valuable experience.
Taking the time to write the body of that email now, while you are preparing other aspects of the event anyway, could pay dividends. It would enable you to send the email very soon following the event while feeling confident that the copy hasn’t been rushed.