5 rules of thumb for organizing a successful corporate event
To the guests' eyes, a corporate event looks like a well-oiled machine, but for the organizing team it is preceded by a whole period of planning and stress. To make sure your event runs smoothly, we've gathered the 10 critical components of a successful event in this blog post.
1. Determine the purpose of your event
Your guests may have a nice evening, but you don't buy anything with that. It is therefore crucial to link a clear objective to your corporate event. Whether you're hosting a seminar, networking evening, or product launch, all choices must be made with that goal in mind.
If you want to make your employees proud to belong to your company again, an evening packed with speeches won't work miracles. An inspiring talk, a fun activity and good food.
Do you have to eliminate certain elements during a budget round? Then think about your initial goals. A workshop with a renowned expert will leave a greater lasting impression than lavish decoration at the entrance.
2. An organized planner is worth two
Every bird sings as it should and that also applies to an event planner. Everyone has their own working method and puts their own emphasis during planning. One handy tip for every planner: before you organize a new corporate event, it is important to write down the rough structure of your event. This means that the chance is small that you will skip a step throughout the process. This checklist is the perfect basis for drawing the framework of your event.
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3. Do research
As tempting as it may be to simply stay on your own island, we still recommend that you take a good look around when organizing an event. Check carefully whether an event is being organized on your chosen date that might be of interest to the same target audience.
Also make sure to check whether the speaker - who you hope to entice - is really the man or woman who is relevant to your guests. And don't hesitate to look for another solution if his or her agenda is already fully booked.
You don't have to invent hot water either. Are there companies in your network that organized similar events? Do not hesitate to ask those people for good advice.
4. Go prospecting at the event location
Just like you don't buy a home without seeing it first, you don't sign a contract for an event location without walking around and gathering all the necessary information.
Points to consider during the first visit:
Is the location big enough ? Or is the room too large for the number of guests? You do not want people to feel that a lot of guests have not turned up.
How is the accessibility? If it was already a feat for you to find the location, it will be no different for your guests. Now check whether there is enough parking and find out the proximity of public transport.
Are all facilities available? Check what the event location has to offer in terms of technical facilities, catering and framework. Or do you have to arrange everything yourself?
What is the price tag? Try to get clarity about the cost and what is included very quickly.
5. You are stronger in a team
You usually don't organize an event on your own. Surround yourself with colleagues or employees. Keep this team limited and give everyone clear assignments. In addition, don't forget to keep everyone on the organizing team up to date on all major decisions. Anyone who has the feeling that they are really involved - such as in the organization of an event - will work harder.
This communication is also important to all partners and suppliers of your event. If part of the daily course changes as a result of a change in the schedule, it may also have consequences for their time schedule. In any case, it is important to check with them on a regular basis, in the run-up to your event, whether everything is going as planned.
Related post:
https://allevents487358711.wordpress.com/2020/12/18/how-as-an-event-organizer-to-deal-with-the-corona-crisis/