6 Crucial Things to Consider When Organising a Corporate Event

Organising a corporate event is no easy feat. Although the end result may seem effortless, there’s a lot of planning and organizing behind the scenes. If you are finding it quite difficult to manage and organize the event on your own, then you must take the help of the event management agency. Also, Here are some of the key elements that will make sure your corporate event is a successful one.

Decide on the event’s purpose

First things first, you need to be clear on what you’re trying to accomplish by hosting this event and what its purpose is.

Whether you’re celebrating a company milestone, looking to resolve workplace conflict, or plan on organising an event where attendees can network, you want your event to be engaging and the content to be meaningful.

When the guests leave, you want them to feel as if the event was not a waste of their time but that they gained something from it. Therefore, make sure that you define your goals and expectations early on so you can tailor the event to your audience and ensure your corporate event is a well-structured one.

Consider your budget

The most important thing is to be realistic about your budget for the event. More importantly, you need to know where to splurge and where to save. Fancy decor is always a nice add-on, but it is the high-quality technology, engaging speakers, and great content that will stay with the attendees, so keep that in mind when budgeting for an event.

Generally speaking, some of the costs you’ll need to consider are:

• Accommodation
• Catering
• A/V equipment
• Venue
• Activities
• Transport
• Event management

These expenses add up, so always leave some room in your budget for contingencies. Generally speaking, you can plan on spending an additional 10% (at least).

Define your audience

It may be tempting to invite individuals from many different groups in order to increase turnout at your event. It’s a rookie mistake many event organisers make.

Like every host, you want your event to be engaging, and in order for that to happen, you need to define who your target audience is. After all, you’re creating content for those people and looking to appeal to their needs.

They’re the ones that make your event a reality, so make sure that your event is tailored to that specific group of people. Besides, marketing an event is so much easier when you know who you’re promoting it to.

Choose the right venue

This one will depend on the type and style of corporate event you’re hosting, the number of attendees, as well as the needs of the event. Finding the right venue is vital as this will largely determine how comfortable the guests feel. A room that looks empty can be as bad as a room that’s crowded, so aim for balance.

When choosing a venue, ask yourself the following questions:

• Which type of seating arrangements will be suitable for the event?

• Are there enough spaces for networking/is it too spacious?

• Is there enough space for AV presentations?

• Will the guests be able to move around freely?

• How accessible is the location to the guests?

• Which transportation mode do they need to use to get there?

• What facilities and equipment does the venue provide?

Find the right equipment for the event

Video is a powerful medium of communication, and whether the aim is to educate, entertain, or inform, every corporate event can benefit from using some high-quality video equipment. Sometimes, a simple set of LCD projector and screen will suffice. Other times, an event will require something more sophisticated such as staging and sound systems.

Unless the equipment is provided by the venue, you will need to hire external suppliers to be able to add that audio/visual component to your event. Bringing a big corporate gathering to life is a matter of using high-quality video solutions for large events and deploying visual technology in a way that’s engaging and meaningful.

By producing compelling video content, you’ll be able to grasp the attention of your audience and successfully communicate your message across, ultimately producing the desired outcome.

Promote the event both offline and online

After all the planning and organising, it’s finally time to set the plan in motion and start inviting people to the event. This is another aspect of event planning where you have to be creative.

Living in a digital age allows us to get the word out in a unique and interesting way, especially when it comes to posting on social media. You can create hashtags people can use to post about your event, which is an organic strategy for reaching potential clients. Just remember to post regular updates to keep the attendees hyped for the event.

Want to promote your event offline? Consider visiting other corporate events to spread the word. Don’t forget to check in with the attendees afterwards for some feedback!

Wrapping up

When properly planned out, a corporate event can create a lasting impression on the attendees. It can also help strengthen relations and potentially attract new clients and partners. Although corporate events may take weeks or even months to plan out, the outcome is definitely worth the effort.