Aspects to have in mind when organizing a business event

More often than not, events are daunting, but corporate events, in particular, are downright anxiety-inducing. There is so much on your plate, from delivering relevant content to ensuring attendee engagement, that you may miss the big picture – strengthening bonds with workers, partners, or clients.

But it does not have to be like that. You have already done half of the job if you master some event management basics, such as research, planning, design, coordination, and assessment. Once the event is split into these approachable stages, it is much easier to bring it all together and handle those nitty-gritty details.

Here is how you can organize a corporate event that inspires professionalism and stimulates attendees’ enthusiasm:

What is a corporate event?

Corporate events are very common in business, but what exactly are they? These events are organized by a company for various purposes, focusing on either employees (business conferences, team building activities) or customers (product launches, client appreciation, trade shows). The former is an ideal opportunity to show gratitude towards your employees and a great way to come up with innovative ideas. The latter is meant to enhance your brand image in the customers’ eyes, instill trust in them, and build meaningful connections.

Define what you hope to accomplish

Before jumping to organize a corporate event, you have to establish its goals and objectives. Start by asking yourself a simple question, “Why am I organizing this?” Are you doing this for your employees or your customers? Or maybe both? What are your expectations regarding this event? Whether it is a four-hour-long conference or a team picnic, it is essential to have a clear goal for the event to go smoothly and for everyone to participate eagerly. If the case, talk with the decision-makers that demanded the event and set objectives together. Also, remember to consider the needs of your attendees. This way, you avoid conflicts during the arrangement process and stay focused.

Decide on your audience

Who is going to attend your event? Is it your upper management, company executives, or community members? Is it for loyal customers or potential ones? Perhaps it is a harmonious mix of all the above. After figuring out all these aspects, it will be easier to focus on the big picture. Do not forget to define the number of attendees you want to participate in this event. Some CEOs recommend having more guests than too few. You never know when someone will change their mind and not show up.

Putting potential attendees in writing can help you have a clearer idea of your target audience. A list of guests also helps you adequately select the required services and equipment. We advise choosing your attendees wisely if you want to create a buzz the next day. Ultimately, it is not the number that matters the most but how these guests are treated. People often remember those small details that make them feel appreciated, so play this card if you want your event to be a memorable one.

Set a realistic budget

Arguably, your budget is a crucial factor in mind when organizing a business event. After all, it will determine the resources your event will rely on. The amount of cash you have could enhance or restrict your perspective on the event. For example, working with a limited budget can keep you from buying fancy decorations. But even if you have a considerable budget, it would not be advisable to spend it on useless things. Focus, instead, on priorities such as food and entertainment. Choose a menu your guests will be served and equipment (sound, lighting) that will keep them engaged.

Financial advisors recommend always adding an extra 10 percent to your budget to assure you would be able to pay for unexpected expenses. Some things could end up being pricier than planned or they pop up at an unanticipated expense.

Knowing where to direct most of your funds is critical in this regard. When it comes to food and beverages, there is no need to be stingy. And remember to negotiate; even if you have a substantial budget at your disposal, it will hurt no one if you make some savings.

Make all the arrangements

To have an unforgettable event, you must arrange all the objects and equipment irreproachably. Everything from projectors and cameras to TVs and tables has to be in their place. TVs, for example, are indispensable if you organize a product release. These electronic systems serve various purposes, from delivering content to keeping audiences engaged. The number of TVs, tables, projectors, microphones, or speakers will depend on the number of people present. This sounds like a lot on your shopping list, but learn you can also rent to own TVs, computers, laptops, or any electronics that might be required for such an event.

Nonetheless, if you rent a TV, ensure you measure the distance attendees need to see the content. If you use the display for an extensive schedule or social media wall at a conference, keep a distance of 10 feet between the furthest participant and the monitor. If you deliver a chill close-up product demo, your guests may only be 4 feet away. These are those small details we were talking about earlier.

Select a location

You would not be able to bring your vision to life if you did not have an appropriate venue or location. The key to a successful corporate event is an appealing location accessible by both private and public means. Also, ensure everyone has a parking space when they get there.

Most importantly, ensure the chosen location reflects the goal of your event. For example, you cannot organize a business conference with partners and team members in the park. But this would be a perfect location for a team-building activity.

Remember to decide each’s role and responsibility in this story to avoid uncertainties, conflicts, or any unpleasant situation. At the end of the day, the success of your event is due to an entire team, not only a single organizer.

Only after you control all these factors can you start promoting your event. Consider social media your best friend in this sense.