Guest Post: A Guide to Organizing a Successful Corporate Event​

The trick to having a well-planned event is for the attendees to never realise that there was any event planning involved, that it all looks effortless. When it comes to planning corporate events especially, it is a must that your event is a successful one. If you want your attendees to remember your event, you have to put in a lot of time and effort to plan it. Here are some tips to organising a successful and memorable corporate event.

Define the Purpose of the Event

Are you holding a fundraiser for your business’s charity for your investors? Are you launching a new product? Are you conducting a press conference for a new development in your company? When you know the purpose of the event, it is easier to plan for it. You can design the decorations and organise the food and seating arrangements accordingly. This, along with a theme in mind, will help you figure out how you want to plan your event.

Define the Format of the Event

Next, knowing the format is critical. If you are holding a fundraiser for your business’s charity for investors, the event may need to have a formal theme. If you are launching a product at a press conference, then you can make the event more fun and casual, depending on what sort of vibe you want to give out. Everything else about the event will revolve around the theme and the purpose of the event.

Appeal to the Target Audience

Now that you know the purpose and format of the event, you need to ensure that you understand your target audience. Having a clearly defined target audience for corporate events will help you put into perspective other essential details of the event and how you want to go about planning them.

Prepare a Budget

Finance is the most critical factor in planning the event. From the program content to the booking of the venue, nothing matters if you don’t have the budget for it. When you are preparing the budget for the event, make sure you consider all the minute details, parking, lighting, transportation — everything counts. Since almost all corporate events are funded internally, prepare a budget for how much you will require from your client.

Pick the Right Venue

The success of corporate events depends on the venue of the event to a certain extent. If your audience doesn’t have a good first impression of the place they walk into, there is a probability they won’t like the event. Take into consideration any venues which might be capable of supporting the event that you have envisioned.

Here are a few critical points to keep in mind when choosing corporate event venues:

• Seating capacity
• Catering arrangement
• Staff at the venue

Banquet rooms also need to have the following less obvious requirements when you consider them for corporate events:

• Lighting and sound arrangements
• Washrooms for attendee
• Types of seating

All these should be kept in mind while planning corporate events.

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Delegate Responsibilities Effectively

Organizing corporate events can be a tough job – the key to hosting a successful corporate event lies in proper delegation of responsibilities. When you’re leading corporate events organizing team, make sure you have specific people assigned to particular sections rather than having everyone in charge of everything.

Carry out Final Checks Before 24 Hours

After you’ve made all the arrangements of your event, make sure you double-check everything for one last time 24 hours before the event.  Make sure you are ready to deal with last-minute disasters too! Have a checklist where you can cross things off.

Keep the Ball Rolling

Once your event has started, it’s not time to put up your shoes and kick back just yet. You need to be vigilant and make sure the event runs smoothly, which requires as much effort as bringing the event to life.

Ask for Feedback

Conclusion 

As you organize the event, you might come to realize that the event is not what you originally envisioned. But this doesn’t mean your event is not a success. Event organizing is a dynamic process, so don’t be scared to tackle any challenge that pops up.

Author: Rishi Kamra

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EventsAir has been at the forefront of Event Technology and Innovation for over 30 years, continually pushing the boundaries of what an event management platform can do. Built by event planners for event planners, EventsAir is a secure, scalable, cloud-based solution that can manage everything from in-person, virtual to hybrid conferences, meetings and events in a single online platform – anywhere, anytime and on any device. In use in over 50 countries by multi-national corporations, professional conference organizers, government departments and tertiary education institutions, EventsAir is also used in global congresses such as G20, APEC, CHOGM and ASEAN, as well as sporting events like The Olympic Games, World Rugby, Commonwealth Games and Pan Am Games. EventsAir is trusted by event professionals around the globe. For further information, visit www.eventsair.com