Event Organizers

Here are 5 tips to help you plan a corporate event.

You have been given a chance to plan an event that will inspire and excite employees. That’s great! If you don’t have event planning as part of your regular responsibilities, you may feel overwhelmed. You may find that even after going through the guide to corporate events, it is still difficult to see the big picture and allow someone else to handle the details. Learn how to organize a corporate event using the assistance of an outside planner. Continue reading!

Corporate event planners can be a great option for many corporate events. They have years of experience and are well-versed in the challenges during the planning process. Working with a team consisting of corporate event planners will give them access to a network of vendors and established teams to help them get the job done. With their extensive knowledge and wisdom about the latest trends, venues, budget-saving tips, and other details, they will be able to control costs and timelines more effectively.

An outside corporate event planner may not be familiar with your company’s culture. A corporate event planner may not be familiar with the participants’ personalities or the message that you want your event to communicate. This is where you come in. You need to manage your relationship with your event planner team so that you can pull off an unforgettable event.

These tips will help you plan an event for your company.

Get to know your corporate event goals.

To run a successful event, you must first understand what success looks like. What are the expectations of leadership for this event? What characteristics will ensure everyone agrees that the event was a success?

One goal is usually the focus of corporate events. They are usually held to convey a message or improve behaviour within an organization. They are a great way for companies to improve morale, communicate a new message or share valuable information.

These are some common goals for corporate events.

  • Change customers’ perceptions
  • Team bonding strengthened
  • The motivation of sales staff and other employees
  • Attracting managers and executives
  • Plan for the next year
  • New staff training
  • Create opportunities for media or social media coverage
  • Marketing support
  • Inspire excitement about a new product/initiative
  • Happy boss = one person.

Create a corporate event planner.

Once you have decided on the main event objective, it’s time to start planning. Even if you are hiring help, make a plan that summarizes the most important information regarding the event. The plan should contain:

  • Event goals and objectives
  • Share the message(s) that you would like
  • Your audience and the number of attendees
  • Format and theme for the event
  • Event budget – Use this cost estimator to help you!
  • Expected ROI (and other relevant metrics to measure it)

This initial plan can include event location, technology and vendors. Many of these details will be handled by the planner you hire. This early plan will help you communicate your vision and goals for the event.

Communicate the big picture.

As the company representative for an event, your main objective is to provide information about the company. Most event planners don’t have much information about your company or its culture before the event. They can only learn as much information from you as you do. You can give the planner an idea of the past of the event, the goals communicated by leadership, and any other thoughts regarding the event’s overall atmosphere.

Imagine a formal meeting to discuss the company’s strategic goals and plans for the coming year. Is this a retreat for employees to relax and be rewarded for their hard work? You can plan ahead of time and think about how a successful event should look. Write down your thoughts. To help the planner visualize your vision, you can include photos. The clearer your vision will make it easier for planners to create great events.

Define roles and responsibilities.

The planner will take care of most details, but they will probably turn to you for other things. Ask them what they want and how you can help make it a memorable event. They will appreciate your thoughtfulness and willingness to help. You can let the planner know which internal resources you access, including specific people or departments.

Most likely, you will be responsible for communicating with attendees before the event, liaising and guiding the overall strategy of the event. The tasks that you choose to take on are entirely up to you. This is the time to tell your planner if you have a specific task you want to complete or if you are unsure of your capabilities. Do not be afraid to voice your opinion. The planner’s ultimate goal is to ensure that you and your company are satisfied with the event.

You can leave certain things up to professionals.

You hired a planner because you have a purpose. It may seem not easy, but you must trust the team to take care of the details that you haven’t. It can be hard to accept that you ultimately have responsibility for the event. However, if you try to micromanage or get too involved, planners will not be able to do their job.

Take a deep breath, and concentrate on the big picture. You can take advantage of the extra time you have saved by delegating details to your trusted event planner team.

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