Learn How to Plan a Corporate Event Your Attendees Won't Soon Forget
We live in a society that focuses attention on productivity because it's closely connected to producing outcomes and results. As such, when you're planning a corporate event, you get the impression that it's a complete waste of time and resources. Nevertheless, upon reflecting on the matter, you realize that conferences, shareholders' meetings, product launches, and charity events generate additional revenue, improve relationships in the workplace and team cohesion, and allow executives, clients, and investors to gauge company performance. They don't always have to be elaborate events, but there should be a business goal acting as the driving force.
There's no magic formula to organizing a corporate event, but there are some secrets only the pros know. If you want to ensure your next get-together makes an impact and leaves a lasting impression, use the tips below.
The Numbers Don't Lie: Know How Many People Will Show Up
Chances are you're familiar with the expression, "Numbers don't lie." The numbers are what they are, so they can't be presented in a way which creates a lie. Gut decisions are good, but if you can access the numbers to make solid decisions, the numbers are invaluable. Anticipate how many people will show up to prepare the venue, seats, or food and drinks. Don't let your optimism get the best of you, thinking that your corporate event is different. Take the number of people invited and multiply it by six to get a sense of the overall attendance numbers. Knowing your audience is key to estimating how many people will be interested.
It's a good idea to send out surveys prior to the occasion, asking people if they plan to attend. You can gather important feedback that would otherwise get lost in the shuffle. Keep in mind that although negative responses can sting, you can optimize your strategic planning. People may not show up to your event because they've missed their flights, have childcare problems, or have contracted the flu. Even if attendees show up, the experience might cause a mass exodus. E.g., not enough space available. It all comes down to planning ahead.
Simplify Logistics to Deliver a Better Experience
Logistics represents a fundamental element for the success of your award ceremony, company picnic, or round table discussion. It's up to you to handle equipment storage, venue selection, and material transport, among other things. You must create a plan, build a team, onboard vendors, and coordinate with them for deliverables. If you have more people than you have space, use an industrial tent to make the party more inviting. Industrial tents are affordable thanks to the option of purchasing or renting; if you want to meet the challenge head-on, have a good idea of its dimensions.
Each member of your team should have clear assignments and support one another for better outputs. Examples of tasks include but aren't limited to confirming travel arrangements for guest speakers or VIPs, clarifying delivery protocols, creating a car traffic management plan, and double-checking compliance and accessibility. You must constantly monitor the situation to ensure event planning follows the agreed-upon timeline and is on budget. You can have multiple communication tools, such as walkie-talkies, mobile phones, and so on. You can even use hand signals.
Attendees should be able to customize their meals according to personal preferences. Salads, sandwiches, pizzas, or burritos can be adapted to meet individual tastes so people have exactly the meal they wish for. You can set some time aside to rehearse the program before the big day. This allows you to identify potential glitches before the audience arrives. Let attendees complete the check-in process themselves, either on the day or before that, to avoid long lines during peak periods. Guests don't want to start their journey feeling frustrated.
Empower Attendees to Share Memorable Moments on Social Media
Create an event-specific hashtag and encourage attendees to share your get-together on their social media pages. Ensure the hashtag is present on flyers and other promotional materials, not to mention your website and newsletter. Anyone who didn't get to make it can get a glimpse into what happened, which could encourage them to be present in the future. Event tents allow you to create any mood you want to evoke. Content should be a major part of your promotion tactics as it helps you engage audiences, making people want to comment, repost, and send to friends. At a minimum, post high-quality photos, quotes from attendees, and video content.
Experiences and moments are the ones that shake us up the most, in a positive or negative way. From the moment you reach out to people with a save date to the experience of the big, it's crucial to think about how you want guests to feel. Create an atmosphere that's welcoming and resonates with the audience. Having a social media strategy for the grand occasion doesn't set you apart from the crowd, so it doesn't matter if the event is B2B or B2C. Ensure you have the same colors, logos, and tone across platforms.
Celebrate & Evaluate Event Planning Success
If your event was a success, good for you. Just know that you're not done yet, as you have to evaluate the success of the event for a better basis for the next completion. Once you've collected information through surveys, counts, and interviews, you'll have a clear picture and what went well (and didn't) from the feedback received. You can then share the insights with relevant stakeholders and plan a follow-up, but not on your feelings about the event. The metrics will help you calculate leads and new opportunities, which can, in turn, build a business case for future events.
Last but certainly not least, make sure to thank everyone involved. You can't contact all attendees individually, so post something on your social media channels; you can even send out an email. Consider arranging an after-party to celebrate the success of the event. It won't require the same amount of effort and advance planning.
