If your business wants to build strong and long-lasting relationships, organizing professional events at least once a year is necessary. In the world of digital communication, it’s refreshing to meet face-to-face with people and create a genuine human connection. These events in question can range from external 300-people galas to small internal gatherings of 10 important workers, all of which need to follow a certain path.
To always plan a perfectly successful corporate event, no matter what, here are a few steps to follow:
Before you start investing money and marketing your event, it’s essential to know its goals and objectives. Why are you hosting this party? What do you expect to achieve with it? Once your goals and expectations are set, you can continue with your planning and organizing.
Set the budget
Any event requires money, and your budget directly affects the kind of party you can throw. Knowing early on how much you can spend is very important, but always add 10% to that number for added and unexpected expenses that are known for popping up. With your budget in place, it’s time to allocate your resources. For example, the decoration is very important, but you can’t spend more on flower arrangements than food and drinks. Also, hiring a skilled tech crew is crucial because you want your event to be filled out with substance. A/V and tech team are crucial for managing live presentations, photography, pre-and post-event happenings, etc.
Create a project calendar
To create a good event, you will be required to stay on top of many tasks. One way to manage many things at once is by creating a checklist with the help of tech tools that can streamline these processes and simplify the management of dozens of details. For example, create a list of 6 months out and work inward four, two, one month, two weeks, one week before the event and the day.
Create a guest list
While creating your project calendar, you must also find the time to create a guest list. Come up with attractive invitation cards for employees and management and important people you want to welcome to your external-type event. By determining your audience, you will have a much easier time choosing the equipment and services you need. Your invitations should be sent out at least two weeks before the event so people can make plans around your event.
Choose a location
Now that you know how many people to expect, you can start choosing your location while keeping your budget in mind. Your venue must appeal to your audience and be appreciated by your employees. And frequently, it’s not necessary to splurge on the location. Instead, you can make any venue better with decoration—balloons, pendants, posters, lighting, etc. People today love photo ops, so make sure to get some light-up letters where attendees can take memorable photos and promote your event in the process. Renting these letters is affordable, practical, and effective since they can elevate the look of any venue in no time.
Spend time on marketing
External events require a substantial budget and time on marketing and advertising. Instead, use social media to put the news of your event out there and employ content creators to build the hype around your party. Even if you’re planning an internal event, it’s still essential to incite your employees and management excitement to create a hit event.
Follow up with the attendees.
Even after everything is over and your event is in the past, your work is not done. To properly close out your successful corporate event, it’s necessary to follow up with the attendees. Send emails and cards to thank the people for attending (this can be pre-made content and emails). This way, you can build a stronger relationship with the attendees and use the chance to market new products and services. You can also connect on social media to boost the company’s reputation and offer people an opportunity to give you feedback about the event. Thanks to their input, you’ll manage to organize an even better corporate event next time.
It might seem very complicated and costly, but with the right help, planning a corporate event can be fun and rewarding for you and your company. If you follow all these steps, you’ll manage to create an event for the books!