Event Organizers

How to plan a successful large-scale event with no stress

Corporate planning is not an easy job. However, large-scale events can present unique challenges. Trade shows in the industry. Product launches. Professional conferences. If all events can be described as puzzles, large-scale events have a thousand pieces, each one being a different shade. These events require extra planning, coordination, event management grit, and additional planning.

What is a large-scale corporate event exactly?

There is no industry standard or threshold for how many guests an event should be to make it go from regular to large-scale. Large-scale events can be defined by large numbers of people, whether hundreds of thousands or tens of thousands. They are also complex. These are not one-off events in one space. These events require coordination across multiple spaces and often over several days.

Here are some examples of large-scale events

  • Launches of new products (e.g., SaaS and tech hardware, apps, packaging, consumer packaging)
  • Industry conferences (e.g., digital media conferences, electronics conference)
  • Employee appreciation and holiday parties for global companies
  • Professional seminars (networking, professional development)

Large-scale events like Apple’s new product launches or the annual Consumer Electronics Show are often covered by the media. Corporate events happen worldwide, and they require rockstar planning skills.

5 out-of-the-box tips for large-scale corporate event planning:

Stakeholders should be on the same page.

Your team and clients may not feel the same urgency. To pull off a huge event, everyone must share the same goal. Budget approvals are not possible without this, and last-minute decisions might not be made promptly.

Early in the process, connect with your decision-makers. To foster excitement and engagement about the outcome, share images, creative inspiration, speakers and venues. You will send them progress reports once per week or every two weeks. These reports will include finalized contracts and design updates. These emails may contain urgent questions and authorizations that you need to answer.

Secure the date ASAP.

This is a crucial aspect of event planning. However, if the event is very large, the options for venues are limited, and it’s important to secure the date.

Contact the company’s top executives (or organizations) that are planning the conference. Communicate with the executive assistants of your organization first; develop friendly and respectful relationships. They will be your link to the essential players and administrators of all-important planning calendars.

Once you have set the date, you can reach out to speakers and workshop leaders. There are many options available for VIPs. Their calendars fill quickly.

Communicate, communicate and communicate

Planning large-scale events require many teams to work on different aspects. If communication is not managed with clear guidelines, too many important pieces of information could be lost. These are some communication strategies that will keep everyone on the same page.

  • As part of the planning process, establish a schedule for regular team check-ins. Everyone should use this time to share information with the team, such as updates on tasks completed, pressing issues and concerns, and coordinating the next steps.
  • Allow the right people to access key events in your Event Planning Software. You may need to track multiple events at once. Keynote speech or Q&A. A product rollout. Networking breakouts. The closing gala dinner. All team members must be able to add details to the event as needed. These could be either in-house planners or guest collaborators, such as an outside stage design firm that can add the layout or the venue manager who will add the table layouts for the buffet dinner.

Make sure that the location and venue support the event goal.

Event sites that can be used multiple times are often required for large-scale events. You should consider venues with multiple auditoriums if your event has panel discussions and speakers. These venues can accommodate large people, and theater seating ensures that they can see speakers and slide presentations.

If you plan to host smaller networking events and learning sessions on niche topics, ensure that the venue offers a range of mixed-use spaces such as lounges and conference rooms.

Get your team together and ensure that their strengths meet the event’s requirements.

Every member of your team has different strengths and weaknesses. Different areas can be improved. Respect your team’s talents and work styles. Some people enjoy reaching out to vendors and speakers. They can check in with contacts, coordinate scheduling, and get the answers that you need. And they do it without being annoying. Your most creative team members should be responsible for setting the theme or music for the closing dinner.

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