How to plan a corporate event

May 23, 2021

The number of corporate events is growing daily. With so many product offerings and marketing events, your corporate event must be flawless. One wrong move can hurt your company and your brand. For this reason, planning a corporate event can be a difficult undertaking. Food, location, atmosphere, for a perfect event it takes planning and effort to make sure everything goes flawlessly.

What is a corporate event?

A corporate event is any form of event organized by a company. The two main objectives of such an event are to promote or place the company in the market and to foster a sense of belonging among the employees. Such an event can either focus on the employees or the customers. These corporate events include team building, trade shows, award ceremonies, exhibitions, sports days, summer and Christmas parties and the launch of a new product. That kind of event is fun and informative at the same time.

A corporate event is any form of event organized by a company

The purpose of such events is many and compared to other types of events, corporate events are business oriented. The aim is to ensure growth, better sales, greater impact, positive market positioning and to connect various participants. Even if you feel like it's an impossible task, if you break your process down into steps, it will be easier for you to manage the event one task at a time. Want to make sure no details are missed? Here are some simple tips to make corporate event planning efficient, productive and stress-free.

Establish your goals and objectives

Corporate events are usually designed to convey a message or increase behavior in an organization. They are a great way to boost company morale and provide valuable information. When you decide to host an event, it is important to define what you want to achieve at the beginning. Only then can you do everything else. Focus on the people who will be coming, their desires and expectations. So ask yourself why you are the host and what you want to achieve with the event. Make sure it is meaningful and engaging.

Set a realistic budget

Once you have set a goal, it is time to set a budget. Only when you know how much money you have available can you determine what kind of event you can plan. Take into account all the possible costs that will be incurred. Try to minimize the costs and negotiate the prices. This way, you will save significantly. With a detailed budget, you will plan exactly how much money you will spend on the catering, venue, technical team and decorations and avoid unnecessary costs and expenses. Some venues have lower costs on certain days of the week. Don't be afraid to negotiate and find a better price. If you are hosting a corporate event, it is important to focus on hiring an experienced company for live presentations. Don't skimp on food and drink either. Even if unforeseen circumstances arise, guests will neglect everything unless they are hungry or thirsty.

Make a list of guests

Depending on the type of event you are organizing, you will need to create a guest list if it is an individual event, or if it is an internal event, you will need to send an attractive invitation to your employees. In this way, you will choose the right equipment and services properly. Try to make a good impression right at the beginning by creating interesting and good-looking invitations and sending them to your attendees. When you think about the number of guests, it is always better to invite too many people than too few. The crowd at the event will definitely be great marketing. No matter how many guests come, what they will remember is the atmosphere and how they were treated.

Choose a theme and format

There are different types of corporate events and you need to consider which setting is best to achieve the purpose of your event. Decide whether you want the event to have a large or small impact, whether you want to organize it during the day, at night or perhaps both, whether the guests will be shared or exclusive, whether tickets are required or the event is free. Organizing a client event with a guest speaker can establish your company as a trusted advisor. Strive to provide attendees with something that is fun, memorable and educational at the same time. Instead of attendees sitting in a room all day listening to the speaker, make the event interactive. Determine that you want to offer an event that stands out from similar events in your industry. 

Choose a venue and vendors

The key is to choose a venue that will make the event memorable. Keep your budget in mind, of course. To have a successful event, you need to hire all the necessary vendors for the events. We are talking about audio visual technicians, decorators, photographers, florists and security personnel. Choose a venue that appeals to your target audience and reflects the goal of the event. Avoid major holidays and book a venue in advance to avoid last-minute consequences.

Aside from venue choice, the most important aspect is the food, so choose a caterer wisely depending on your theme. This includes taste testing and choosing what your guests will be eating. If you're hosting a dinner, will it be served sit-down or buffet style? If it's light refreshments, do you want to serve sandwiches and salads or a hot meal? For conferences, the buffet is usually best. It's a very simple, reliable plan for large events.

After all, it's important that guests have a good time. Find a good guest speaker to lighten the tone of company meetings and presentations, or get a suitable DJ or band.

Promote your event

For a small event with a limited guest list you can send out invitations, but for larger events, you need to be bolder. To get people to come to your event, you absolutely must find ways to get the word out. Today's digital age has made this kind of thing much easier. Send out emails, place ads in industry newsletters, advertise on social media or create web posts on your current website. Marketing can also include promo videos, posts on guest blogs and social media.

Don't forget about sponsors. Sponsors can fund a portion of the event as long as they have an interest in promoting your event. Create a list of sponsors whose brand, mission or services fit your event and offer them the opportunity to partner with you.

Ask for feedback

If your event went smoothly, congratulations. But to find out if your event met your goals and expectations, it's important to gather feedback from guests. Use this information to share with all relevant stakeholders. Finally, thank everyone who attended your event. You can do this by sending out an email. Put links on social media to attract customers and boost your company's reputation. All this information will definitely help you organize an even better event next time.

Plan wisely 

With the right thought and planning, it can be easy to organize a corporate event. It is an event that brings company employees together, promotes accomplishments, and supports marketing and sales initiatives. Breaking down the planning into achievable tasks will help you stay focused and ultimately accomplish your mission of organizing a successful corporate event.

However, certain things are best left to the professionals. The reality is that you need to organize such a challenging and complex event for a reason. Don't let all the responsibility for the event fall on you in the end. Spotfood can make it a lot easier. There you will find all the vendors you need to successfully organize a corporate event. This will save you time and money. Finally, take a deep breath, focus on the big picture and enjoy the extra time you saved by making smart decisions.