Top Tips for Making Your Corporate Event Successful
The term “corporate event” spans a wide range of affairs and activities, often funded by a specific company for the purpose of networking, launching products and celebrating business success. Among many other benefits, corporate events help to promote a collaborative environment for employees, clients and affiliates, strengthening team spirit and promoting unity.
While there is no strict formula to guarantee a successful corporate event, there are tips to keep in mind that will contribute to a memorable experience for all involved.
Plan Your Event Strategically
The key to organising any event is preparation. Begin your planning process well in advance to account for any cancellations and budget shortfalls. Venues, vendors and catering services book up quickly - particularly during “wedding season” and the weeks leading up to Christmas, so book ahead of time to secure your desired components. Furthermore, planning your event in advance will leave you plenty of time to drum up excitement for the big day. As a rule of thumb, begin planning your event 8-12 months prior to the date.
Choosing a date for your event can be understandably challenging. You will need to ensure your preferred date doesn’t clash with other events and work-related affairs. Opt for a Saturday for B2C and celebratory events and mid-week for business-related and training events.
Choose The Right Team
Your organisational team can make or break your corporate event. You won’t be able to do everything yourself, so delegate appropriate tasks to a group of productive, creative and enthusiastic professionals. Suppose your company doesn’t already have an events management team. In that case, an upcoming corporate event is an ideal excuse to form one consisting of a marketing coordinator, a budgeting manager, a creative design department and more. Alternatively, if your budget allows, it may be worth hiring an experienced event planner so they can offer professional insight while you focus on the details.
Opt For A Memorable Location
Any company can organise a middle-of-the-road corporate event at a local convention centre or town hall. However, you can achieve that all-important wow factor by opting for an impressive, memorable location. While a local venue may be more convenient, considering a venue in a different town, city, or country could open up your options regarding capacity, facilities and services while providing attendees with an unforgettable experience.
An international location doesn’t have to cost the earth; for example, you could cut costs by opting for a B2B package to Malta with corporate venue hire, accommodation and travel all included.
Incorporate A Contingency Plan In Your Budget
Regardless of the type of event you’re planning, sticking to a predetermined budget will be a challenge. An excessively flexible budget may put you in danger of overspending; however, arranging a contingency plan will factor in any potential extra costs and unforeseen expenses due to booking fees, cancellation fees and last-minute ideas. The exact amount of money for a contingency fund varies depending on the event and your company’s finances. Still, setting aside 10% to 15% of your total budget for emergencies is generally advisable.
Consider Entertainment
Celebratory events call for something extraordinary to commemorate a significant achievement. Entertainment will keep your attendees engaged throughout the evening, making for a memorable experience. Opt for entertainment that aligns with your theme and reflects your values as a company. For example, you could choose live music or stand-up comedy so your guests can sit back and enjoy what’s on offer. Alternatively, you could opt for something immersive and interactive, such as casino tables or cocktail-making workshops.
Pay Attention To Detail
Attention to detail is one of the most vital factors of event management. The little things will not go unnoticed; for example, spelling your attendees' names correctly on their place cards and providing each guest with a small token of appreciation at the end of the evening. Attention to detail also pertains to the organisational process itself - i.e., advertising your event on social media and weighing up your vendor options to get the best deal possible.
Furthermore, every company can benefit from going the extra mile to make their corporate events more diverse and inclusive. You can achieve this by catering for attendees with varying dietary requirements and ensuring your venue is accessible to those with mobility issues.
You can read more about planning a corporate event here.