There are different types of corporate events and levels of detail, but organizing them can be manageable. Planning a company event can be easy - or even fun - if you plan and follow a step-by-step process.

Here we'll explain how you can plan a corporate meeting, luncheon, gala, or other corporate business events, including the crucial steps you need to consider.

  1. Make a list of your goals and objectives
  2. Decide on the date and establish roles for your team
  3. Identify your audience's size and needs
  4. Make a budget
  5. Select a venue and shortlist it
  6. Entertainers and speakers must be locked down
  7. Plan Your Corporate Event's Catering
  8. Fundraising or sponsorship
  9. Make Your Event Memorable
  10. Invite and sell tickets
  11. Plan your activities and order of operations
  12. Securing your vendors by shortlisting them
  13. Promote your event and advertise
  14. Check running order, venue, vendors, speeches, and scripts
  15. Enhance Attendee Experiences
  16. Give your speakers a great experience
  17. Post-Event Surveys: Measure Your Success

 

Here are 17 tips for planning a successful corporate event in brief

Organizing a successful event is all about planning. The best event planning tips in the world will only save events with a well-planned timeline and a step-by-step execution plan.

It is generally recommended to start planning 9-12 months in advance. You will need more planning time for smaller events than for large or midsized events.

The following are examples of corporate events:

  • Micro Events: Brainstorming sessions, cohort meetings, business dinners, one-on-one meetings
  • Small Event Type: Meetings, coffee breaks, open houses, retreats, team-building, training, appreciation.
  • Mid-Sized Events: Conferences, seminars, networking events
  • Large events: trade shows, conventions

Some steps are essential, no matter how big or small your event is. From creating your conference planning checklist to managing corporate events, here are 17 tips for planning an event.

 

Make a list of your goals and objectives.

With a plan, you can build a roadmap! Planning a work event starts with defining your goals and objectives.

What do you hope to achieve? Are you looking to inspire your team members, provide a relaxing afternoon for employees, or educate and develop them? What do you imagine the public and industry colleagues will experience?

It is common for corporate events to reinforce or build company culture, either internally (rewarding employees for excellent performance) or externally (building brands). Think about it: What would one thing make your guests feel, know, or do after their experience?

 

Decide on the date and establish roles for your team

What about defining clear team roles and expectations? Planning and executing your event requires everyone to understand their responsibilities and deadlines. This is an easy step to miss. Please make sure everyone on your team is well aware of the deadline for having their ducks in a row.

The time is right to start planning your corporate event! Event planning tools are all critical, but this one is worth repeating. Identify when your deposit is due, your invitation and RSVP are sent, etc. Write out a timeline for your planning process. Fill in the rest of the details, deadlines, and tasks necessary. Eventually, you will compile a comprehensive checklist of everything that must be done for your event to succeed!

 

Identify your audience's size and needs.

Estimating your guest list 9 to 12 months before your event is best. You don't need to know who will attend, but you should know how many people you will host. Plan your event size and consider additional factors, such as venue size, budget, etc.

Determine your event's audience's needs as well. Good lighting and AV equipment are essential for events featuring speakers. How does your audience size affect catering options for your meal or snacks? Is there a dietary restriction? Take into account the demographics and context of your audience. Imagine your guests attending a networking event. Unlike a casual happy hour, they will have certain expectations of your event.

 

Make a budget

The world revolves around money, after all! Depending on your budget, you can accomplish a wide range of details, conveniences, and comforts during your event. Find out how much each event element will cost by checking out local venues, caterers, entertainment, etc. Create a realistic budget, considering unforeseen costs and changes that could affect the budget.

 

Select a venue and shortlist it

Your event's location and venue should support your stated objectives and goals. There may be better options than a drafty boardroom if you want to appreciate your employees and have fun! Compare your needs to what each prospective location and venue offers (think in-house AV, ample space, fantastic food, etc.) Don't forget to consider how the venue will affect your guests:

  • Can guests reach this location easily?
  • Booking this location will require guests to stay and travel.
  • Is this location centrally located? Is there anything nearby of interest?
  • Does the venue fit your vision for the event's mood and atmosphere?

Following the shortlist of venues that you've narrowed down, you'll need to think about the details:

  • Which venue has the most advantages?
  • In terms of cost and value, how do they compare?
  • Can the venue execute similar events? How much experience does it have?
  • Is there a limit on the number of guests, the event length, outside food and beverage, decorations, and vendors that the venue has?

Choosing the right venue for your event begins with asking the right questions to the sales team of each venue.

 

Entertainers and speakers must be locked down.

Speakers and entertainers are in high demand; their calendars fill up quickly. Prepare to book speakers and entertainment six to nine months in advance, beginning your research early. If your first inquiry is met with "Sorry, but that date has already been booked!"

 

Plan Your Corporate Event's Catering

Do you prefer a buffet or a plated meal? Do you prefer snacks or a boxed lunch? Are you planning to have hors d'oeuvres or desserts? Let's play with food! When planning a corporate event, you have a lot to consider, so consider both guest experience and budget as you consider catering options.

Are you bringing food in from another vendor, or does your venue have an in-house culinary team? What meal would be appropriate based on your event's size and context? If the event is casual, you can serve a picnic lunch, while if it's formal, you might serve a plated, multi-course meal. An extensive guest list necessitates a buffet, while health and safety concerns rule it out. Decide on the right venue and caterer based on your needs.

 

Fundraising or sponsorship

The sale of sponsorships can significantly impact your funding, ticket sales, publicity, and many other aspects of your event. Involving local businesses and luminaries in the event is a great financial and social move! Before you begin the planning process, you should have an idea of finances, but you should nail down the details about 6 to 9 months in advance. To visualize how the money will be spent, break down your funding by budget item.

 

Make Your Event Memorable

Your corporate event can be enhanced by adding a theme if it is appropriate to the goals and context of your event. Develop a theme that reflects your company's brand, personality, and goals for the event. To get you started, here are some ideas for corporate event themes: Casino Night, Roaring20s, Winter Wonderland, A Night at the Carnival, Game show, Disco Fever, Fire & Ice, Glamping, Grown-up Prom, Oktoberfest, Mardi Gras, and many more. 

 

Invite and sell tickets

When your event is large and requires guests to travel, take time off from work, or find a sitter, you should send out invitations or tickets approximately six to nine months in advance. The amount of advance notice required for smaller events may be less, depending on the goal and size of the event. Ensure all social media pages and websites about your event make it abundantly clear how to obtain tickets and where to obtain them.

 

Plan your activities and order of operations

You need to create a running order for your event once you know what entertainment will be featured. Create an itinerary for your event from when the doors open to the moment you say goodbye. Ensure you note when a social hour, breakout groups, etc., will begin and end. Whenever you have downtime, jot down ideas for filling them.

You can easily convert this timeline into a checklist in the days leading up to the event. This will help you track what has already been arranged and what needs to be done. It's great to have a task list that can handle multiple tasks at once!

 

Securing your vendors by shortlisting them

Research is key to finding the right vendors for your corporate event. Consider hiring caterers, photographers, videographers, entertainment, tent rental, table and chair rentals, florists, event designers, etc. - and search for local companies in your area. Find the best fit for you by comparing fee estimates, packages, and other offerings.

 

Promote your event and advertise

Marketing is significant in getting guests to RSVP and sponsors to show interest. Your budget should be allocated to promotional materials, such as social media marketing, billboard advertising, radio ads, and video pre-roll ads. You can improve the quality of your event by engaging your target audience before it takes place!

 

Check running order, venue, vendors, speeches, and scripts.

Only a few days are left until the big day: Dot your i's and cross your t's! Make sure everything is running smoothly by checking with your venue, vendors, entertainment, speakers, and the rest of your event planning team. Ensure all guest-facing materials, speeches, scripts, presentations, and event emcees are proofed before the event. Thanks to this planning, you, your entertainment, or your guest speaker won't be surprised when your event runs smoothly!

 

Enhance Attendee Experiences

Managing corporate events can leave you forgetting to view the day from your guests' perspective. Your guests' enjoyment and comfort should always be at the forefront of your mind when creating a great guest experience. Consider staff or volunteers for various roles such as greeters, directional guides, check-in desk attendants, etc. Plan enough time in your itinerary for your guests to take a break, visit a restroom, enjoy a meal, and generally socialize. Keep the details in mind! You can make your guests feel welcome by providing toilet paper and paper towels in the restrooms, keeping the air conditioning in good working order, and setting up strong Wi-Fi.

 

Give your speakers a great experience.

Planning a corporate event that extends to the speakers' experience is much appreciated if you've ever been a guest speaker! Make sure you let your speakers know early and often where they must check in with the event planner and when they can arrive. Make sure your speakers' AV needs are met, then check with the venue to be sure they'll be ready to go when the time comes. Before and after their performance, thank the speakers for their time and provide them with water bottles backstage.

 

Post-Event Surveys: Measure Your Success

After your corporate event, you can gauge your guests' satisfaction and enjoyment by conducting a post-event survey. If you send your guests an email survey, ensure they can write down their own thoughts and responses to the event.