How To Organize the Best Business Event
Fun, engaging, and successful events don’t just happen overnight. Behind the glory are sleepless nights, creative ideas, and a highly capable event planner found through an online search using these magic words: ‘corporate event planners near me’.
If it’s your first time planning an event, or if you realized that you need to try a different event planning approach, you’ve come to the right place. In this article, you’ll learn about the simple yet strategic ways of making a party, meeting, conference, or any corporate gathering successful.
Mapping out the details
To be able to map out the details, you need to begin your planning with the end in mind. What kind of reaction do you want to see from the attendees? How would your venue look on the big day? How many people should be there? You have to be very specific with your end goal by creating a vivid mental picture of the result you’re aiming for. In visualizing these details, you have to pay careful attention to the following:
1. Purpose of the event
To decide the venue size, who to invite, and what motif to use, you need to define the main purpose of the event you’re planning. You must be clear on this because all other decisions you have to make will be in support of this main goal. Are you holding the conference to generate leads and widen your network? Are you raising awareness about a specific product or brand? Do you want to foster customer loyalty?Once you determine the main purpose, make sure to let the whole team know about it. Through this, you won’t have to scope creep to achieve an indefinite goal.
2. Establish an event budget
Before you start working on any aspect of the event, sit down with the team, and finalize your budget. Here are some of the things that you should consider:
- Cost of food and beverage
- Design and printing
- Equipment rental
- Photography and videography
- Registration fees
- Speaker fees
- Taxes and gratuities
- Tokens guests
- Venue rental
If you have a provision for each important item in your budget, it’s easier and faster to decide on your spending limit. Even if you’re on a tight budget, you can still go overboard, but a detailed budget plan will minimize the risk of irreversible losses.
3. Manage your event timeline
Most of the time, when people don’t have a detailed schedule of their deliverables, they end up cramming. And we all know that cramming only yields mediocre results. There is a huge difference between a well-thought, well-planned event and a spur of the moment one. To go for the former, make sure that when you plan, you delegate people to certain tasks and convey to them their deadlines. Better yet, make a detailed project plan with a detailed timeline and distribute a copy of such plan to each team member. Touch base with each of them once a week or every other day to get updates on their progress.
4. Know your audience
Consider holding an event as your opportunity to reach out to your stakeholders. To effectively engage them, you need to know what they want. You see, people don’t care about you, your brand, and whether or not your event will be a hit. The motivation behind every decision a person takes is the question — “what’s in it for me?” If you feel like you can’t devote time to do all of these tasks, then it’s better to search for a planner. You can start by typing ‘corporate event planners near me’ on Google.
Preparing the party
After planning, you need to start executing your plans. This part will be a bit easy if you invested valuable time in planning. Here are some things you need to consider:
1. Choose a theme
The moment your target visitors receive your invite, the first question that pops into their minds is “why would I go there?” You see, you need to entice them. Make them invested. You can do this by setting a nice and quirky theme fit for the event you’re planning. Give your audience something that will challenge their minds, touch their hearts, and tickle their funny bone. That’s the only way you can truly engage them.
2. Select the right venue
After your invite and event teaser, the next thing you can use to impress your attendees is your venue. The type and size of the venue will largely depend on the number of attendees and the nature of the event. Formal events can take place in hotel ballrooms, event centers, and grand auditoriums. Less formal ones can either be in a garden, baywalk centers, or pubs.
3. Find the right suppliers
Your life will be easier if you partner with a reliable caterer, flower supplier arranger, band, photographer and videographer, and so on. Since you’ve already itemized your budgetary needs, it’ll be easier to plan suppliers wherever they’re needed.
4. Promoting the event
Work with a talented videographer to create teasers for your event. Spur the creativity of your team by planning posters and other ads for the event. Your goal here is to make people anticipate your party.
The ultimate planner for all types of events
As part of the event committee, you can always choose to form a team and do the planning yourself. But take note that these tasks would eat your time and take away from your free time to truly enjoy the event. If you’ll be doing this side by side with your main duties and responsibilities in the company, you might have a hard time. As they would put, “you can’t serve two masters at the same time.” If you want a well-planned and properly laid-out event, it’s better to work with an event planner. Unlike you, your event planner will be 100% focused on the event. Their main role is to plan your event and make it successful come what may. Their experience and connections can make everything easier. Enjoy your event!