The big scary unknown of starting out in the corporate event planning world is nothing which is insurmountable.
Once you equip yourself with a bunch of solid corporate event planning tips, you will get the hang of how the process works.
To speed up the learning process, have a look at the following list of practices no professional can do without.
Any well-organized event starts – and will ultimately be defined by – the attention you grant to the defining traits and preferences of your audience.
Mainly, you will need audience profiling to set the theme of your event. Envision this scenario: you are going all the way through with a massive conference whose topic is not of interest to the potential guests. By doing so, you risk throwing significant cash into something which won’t get you enough Return on Investment.
One way you can make sure this does not happen is by crafting a pre-event survey which will ultimately help you aim straight and maximize the impact of your corporate event.
Keep the Story Going
Corporate event planning tips also include the promotional aspect.
Alongside promotional strategies which suit your company, you can also involve your potential guests. As long as they are having a good time, they could be your best brand ambassadors.
However, how do you plan to involve them?
First, decide on an event hashtag and let them know of it. This way, guests will know what should be the first action to take when they want to share something they love during the event.
Then, you could involve influencers or insiders and ask them to report live on their channels. Don’t forget to also offer something in return (coupons, free passes to other events), as a sign of your appreciation.
In a way, this sub-chapter is related to the one above because the more you will involve past, current or future guests, the more you will be able to get to know them and thus design events which are customized according to their expectations. The result will be that you will grow to organize events people will want to tell others about.
Pro tip: to get people enthused and ready to share, grant special attention to the entertainment part. Once your guests are feeling more relaxed, they will be more willing to spread the word about the event they are attending. Moreover, a skilled performer will know precisely how to play at their heartstrings.
A list of corporate event planning tips could not be complete without an aspect related to efficiency.
To go as smoothly as possible with all the fuss of large event planning, it is essential you do your research and continuously test the event management tools available.
Tech is what enables the pros to keep track of what’s happening not only during the planning phase but also on-site. Live event management tools help a skilled planner to never lose sight of:
- how guests are feeling
- everything related to performers and contributors
- potential issues occurring on-site.
Apart from software solutions, you can also involve gear like headsets for communication with your event organizing team.
Corporate Event Planning on a Budget: 4 Tips From the Great Depression
It is no secret that planning a corporate event can put a strain on your financial resources so that it can be quite the struggle. This is especially true if you have to stick to a tight budget.
So what can you do? After all, it is not exactly convenient to have to give up on event additions that are vital to ensuring your guests have a good time. Well, whether you like it or not, some sacrifices will have to be made.
Fortunately for you, the concept of corporate events is not something new. Such festivities were also organized in the past, particularly during the Great Depression. They just had a different name. Now, we all know that money was scarce during that period, so how did the people manage to handle something like this back then?
Here are four lessons history has taught us about organizing a corporate event on a tight budget:
1. The right booking date can make much difference
We are going to come out and explicitly state that we know how much better it is to attend an event that is hosted during the weekend. It is more convenient, and you, at least, know that people will not be too tired to attend. However, it is also more expensive. That, and you’ll have to book ahead of time, something that can be a problem when you are not able to calculate how much money you can allocate.
While it might not be too convenient to host a corporate event on a Wednesday or Thursday, it is significantly more cost-efficient. You can even make an exception for your employees and make the next work day shorter.
2. Don’t purchase anything on impulse
Always stick to the budget you have set for your corporate event and never deviate from it, at least if you want to ensure you do not spend too much money.
While some expensive additions might seem like they will make your event better, it is best to save your money for the entertainment.
3. Don’t overdo it with the catering
In the Great Depression, people knew how scarce food was, so even during luxurious events, they treasured it. Our advice to you is to set a preliminary catering budget and slash it by 10%.
Let’s face it: More often than not, corporate events end up having more food than the guests eat. So let’s learn something from the past and save money by not ordering too much food.
4. Always keep a close eye on the expenses
This was harder to do in the past, but, nowadays, technology has made everything easier for us. So make sure you take full advantage of this.
Track, every single expense during each stage of the corporate event planning process, to make sure you manage to stick to the limits you set for your budget.
Know what made a corporate event a success during the Great Depression?
Even when the going gets tough, people need something to put a smile on their faces to help them forget about their problems.
Some event planners make this happen by investing in all sorts of decorations or extravagant themes. While that is a good idea, we have a better one: Entertainers. Skillful artists can quickly make your audience happy and distract them from any expenses you had to cut, thus allowing you to save some money on the event planning process.
This is why you should always keep most of your money for the entertainment. We recommend choosing somebody like Michael Harrison if you want your next event to be a success.
Need More Corporate Event Planning Tips?
On The Grable Group website, we keep coming up with blog pieces on planning and event organizing resources, so you can keep coming back to search for the latest information.
Be sure to get in touch with us if you have any other questions about the rest of our entertainers.