10 Things You Need For The Perfect Corporate Event
Corporate events can often be make-or-break affairs for you and your business. Whether or not your event goes down well can mean the difference between landing crucial clients or losing them, between getting shareholders on-side and eroding their confidence. As such, it’s crucial that when you’re planning a corporate event, you make sure it’s the best event it can possibly be. Here’s our guide on 10 things you need to plan the perfect event for your business, whatever that event may be.
- A goal
What exactly is your corporate event trying to achieve? Are you trying to get shareholders on-side? Do you want to attract new customers, or are you celebrating company achievements (or perhaps even trying to move past failures)? Whatever the goal may be, each event needs one. Defining and sticking to a goal means you’ll be able to infuse every stage of the planning process with that goal so you’ll never drift off-topic.
- A budget
Once you’ve decided what your event is all about, that’s when you need to start figuring out exactly how much you have to pay for it. Don’t make any serious decisions about what you’re going to do and who you’re going to book before you know whether you have the money to pay them or not. Your budget will dictate the nature and extent of your event; can you afford entertainment? Will you hire a motivational speaker? These, and more, are questions your budget can answer.
- A guest list
Who’s actually coming to your event? This is crucial and will drive the tone and reach of what you’re planning. If your event is for shareholders, then you’ll want a different kind of event to one that’s intended to bring in new business. Draw up a list of everyone you think should attend your event, or everyone you’d like to attend. Try to refrain from inviting close friends or family unless they’re relevant to the business; they may enjoy it, but it won’t help your cause.
- A venue
There’s almost nothing more important to your corporate event planning journey than picking out the right venue. You want somewhere roomy and spacious, but not somewhere that’s going to dwarf the actual scope of your event. In-built catering and entertainment are a plus, but only if you like what the venue is offering. Shop around, don’t settle for something just because you’re pressed for time, and make sure it’s the right venue for you.
- A timeline for planning
While you’re planning, it’s a good idea to know roughly when your plan should move on to its next stage. Are you through allocating the budget? It’s time to start thinking about how to let people know about the event. Finished with that stage? Move on to sending out invites. Counterintuitive as it may seem, planning your plan is a great way to stay on-task and make sure you don’t deviate. Stick to this plan and you won’t find yourself freewheeling with no time to spare.
- A timeline for the actual event
Naturally, you’ll also want to make sure you have a timeline for your event. One crucial thing to remember is that it doesn’t necessarily matter if you deviate a little from this timeline; improvisation can be fun and can sometimes result in an even better event. However, making sure you have a plan in place means that when you’re floundering you’ll know what to do and where to go. It’s also helpful for your event entertainment and speakers to know when they’re up.
- Appropriate entertainment
Thinking of booking entertainment? That’s a good plan. You can exercise your creative muscles when you’re thinking of what kind of entertainment you should provide. Just make sure that your entertainment is appropriate for the tone and audience of your event. If it’s too risque, too extreme, or simply too baffling, then your audience won’t appreciate it and your event won’t have the intended effect. Keep it sensible, but push the boat out within reason.
- Motivational speakers
If your event is the kind where motivational speakers would be appropriate, it’s a good idea to book them well in advance. The best motivational speakers are often massively in demand, so you should make sure you get them early. There’s nothing worse than having to settle for second best because you missed the boat a few months before your event was due to start. You should also prepare your speaker for the event by telling them what it is, who their audience is, and how they should tailor their content.
- An open mind
Sometimes, an event opportunity will present itself that may not necessarily seem like the greatest idea for your company in the moment. Talk to your managers, your coworkers, and your potential audience. Would this be something they’d be interested in? The most memorable events – those that keep people coming back to your company – can often be the ones that the audience least expects. Think outside the box a little and don’t be afraid to try something new.
- An eye for the unexpected
You’re going to get blindsided by things you didn’t expect to happen. Invoices will drop and they’ll have more expenses on them than you’d initially planned for. Make sure that you keep an eye open for the unexpected; while it’s not possible to prepare for everything, don’t respond to potential new challenges with incredulity. Instead, take them as learning experiences. If something happens you didn’t plan for, ask yourself what you can take away from it for next time.