Planning a corporate event – 5 Facts to consider
Planning and delivering a successful corporate event can be a long and daunting task. Here are some factors you should consider to make the process easier, including event management solution.
Determining your budget is a crucial step in event planning that enables you to outline other facets of your project. Knowing your budget will help you avoid unnecessary obstacles and invest what is necessary. Where possible, outline your entire quantity and update it on the go.
Based on your needs, you should start working out item costs to understand how you will distribute the budget based on the event’s needs. According to experts, you should break down a corporate event budget as seen below.
- More than 40% should go to promotion and marketing
- Talent and speakers should take up more than 30%
- Printed materials and stands suppliers should cover more than 25%
- The venue should not be more than 15% of your budget
- Consider making adjustments when you need to maintain your budget.
What is the purpose of your event?
Choosing the motive of the event will be crucial. You should define your goals and outline your expectations from the same. Doing so helps you decide the type of conference that will meet the needs of your target audience.
Organize a meeting with the company executives and set the core goal you will focus on during the planning process. Use this objective throughout the project to guide your decisions and resolve any obstacles that may arise.
The Guest List
Think about your target audience. Tailor the event to meet the personality and interests of the attendants. Knowing your target audience helps you develop an appealing function for them. Do not invite many people to attend your event without a clear goal.
Many people may not attend events that do not meet their preferences, and even when they do, they may not resonate with its objectives. You want to hold a conference that’s appealing to every attendant, and that’s why having a target audience based on the event’s goals is critical.
Choose your venue and the date
Determining the date and choosing the event’s venue helps you shape your plan. Begin by selecting and researching different locations early enough.
Finding the right venue at the last minute can be a difficult task. During your research, engage the representatives as much as possible to ensure the facility is ideal for your event. There are various factors to consider when selecting a venue. These include costs, travel, and location.
Remember to find out the facility’s emergency preparedness and response plan. After picking your ideal location, determine its availability before placing a booking. Consider negotiating the rates and ask for discounts where possible.
Lighting and sound
The lighting and sound at your preferred venue could determine how successful your event will be. Often, people underestimate the importance of good sound and lighting until they have to struggle to see one another or even hear the speakers at the event.
Beware of venues with risky sound and lighting installations. Have a professional handle the technical part of lighting and sound.
Seek assistance from the resident maintenance technicians at the venue to customize lighting and sound based on the theme of your event.
Companies invest in events to develop and strengthen relationships with employees and clients. As an event manager, you should deliver a successful conference to give the company value for their investment.
Don’t forget to promote your event using the media to reach a wider audience.