15/11/2022
How to Plan an Event: 5 Steps to Organize a Successful Event
Events in a corporate or business setting are often organized to communicate company strategy, drive internal change, launch a product or service, motivate or train staff, or influence client behavior toward the brand.
However, corporate event planning goes far beyond organizing meetings. Depending on the case, it may involve corporate hospitality, client entertainment, conventions, exhibitions, incentive programs, team-building, and motivational events.
Here?s everything you need to know:
Budget
The available budget will impact all aspects of corporate event planning?from the venue and speakers to catering, entertainment, technology, and staffing.
Decide whether your budget covers only expenses or if it will be supplemented by exhibitor fees, sponsorships, or other external revenue sources.
Event Objective
The first question to ask: What is the event?s objective? Understanding what stakeholders want to achieve will help you plan more effectively and communicate in a language that resonates with your audience.
Once you know if the goal is brand awareness or communicating a business strategy, set clear metrics to track your results.
Venue Selection
Event goals will also guide venue selection. If stakeholders want to leave a lasting impression on clients, the venue should offer a memorable experience.
Other important factors include budget, capacity, location, availability, and logistics.
Understanding the requirements will help you shortlist venues, submit RFPs, and schedule site visits.
Event Promotion
A marketing campaign around your event increases engagement and participation. It also provides a way to share instructions and important updates with attendees.
Marketing strategies may include email campaigns, social media, and a branded event website.
Presentation or Keynote
Capture your guests? attention with a presentation tailored to their needs. Attendee expectations vary by personality, age, and region.
For example, a Millennial from the coast may expect a very different experience than a Baby Boomer from Bogotá.
If your corporate event fails to generate interest, it will negatively impact information retention and engagement.
Four Types of Attendee Engagement
1) Engage with Content: Offer sessions, exhibits, and activities that maximize learning and add value to the attendee experience.
2) Engage with Each Other: Networking is often a key reason to attend. Enable interaction through in-person or virtual meetups, both one-on-one and in groups, to boost the event?s value.
3) Engage with Sponsors: If sponsorship is involved, sponsors expect meaningful interactions with their target audience?not just signage exposure.
4) Engage with You: Communication is a two-way street. As an organizer, maintain effective communication with attendees?whether for promotion, feedback, or logistics.
