Smart business owners and CEOs know that a great corporate event can boost employee morale, attract top talent and bring in those coveted clients. But, when it comes to putting together a company sponsored event, there are a lot of moving parts – especially if your organization plans on going big and hitting hard. That’s why the most important part of your event next to the actual execution, is planning. The planning phase is also where plenty of people come up short, either because they fail to plan or they don’t cover all of their bases.
We work with organizations that plan events for conferences, tradeshows, networking and entertainment each and every day. So, we thought we’d share a few of our top tips for creating a killer corporate event for just about any occasion.
Set a Realistic Budget
Most people know that the first thing they need to do when planning a corporate event is to set a budget. But, what many people fail to do is anticipate all of their expenses ahead of time. Often, it’s the small expenses that really add up that can have you underwater by the time your event is in full swing.
Don’t forget to put room into your budget for the little things, no matter how small. From the cost of designing and printing your custom event badges to the smallest tchotchke that you give out as a promo item – make it a line item in your budget and avoid surprises later on down the line.
Choose the Right Venue
Choosing the right venue can really set the tone for your event and can help you dictate things like dress code and theme, if you choose to have one. But, above all, your venue needs to be able to accommodate your attendees, speakers and any activities you have planned. You may even find that you have a number of choices of where to hold your event. Again, having a budget in place before you begin can help make that decision a bit easier through the process of elimination.
Keep Meticulous Records
Are you the kind of person who can’t seem to keep track of what you did or who you spoke to a week ago? Even if you aren’t, keeping copies of all of your event related contracts, proposal, receipts and ideas can be a real life saver. You never know when you might need one of these items either because of a dispute, damages, losses, or simply as a reference.
Communicate Early and Often
The best way to make sure that you get a great turnout at your event is to make sure that you let attendees know well ahead of time. Send out invitations with enough time for people to rsvp or register – this is especially important if your event requires your attendees to travel and book a hotel. Speaking of traveling, if your event does require it, you may want to include a list of nearby hotels and restaurants with your invitation.
Choose Your Speakers Wisely
Having a speaker at your corporate event is a great way to engage your audience and clue them into what your company is about, introduce them to a new product or provide added value in the form of fun and entertaining education. However, it’s important to choose your speakers wisely. Nothing will lose your audience faster than a boring speaker with an overly promotional message.
Provide Time and Space for Networking
One of the biggest draws at corporate events is networking – regardless of whether the event is internal or open to the public. By setting aside a time and place for networking, you’ll satisfy your attendees’ desire to make new connections and increase the value your event provides. Of course, providing custom event badges with an extra laminate pocket for each attendee’s name and company not only helps your branding but, facilitates the networking process.
What are your top event planning tips? Share them with us in the comments below. And, if you’re searching for custom designed event passes and lanyards for your next corporate event, feel free to drop us a line for an obligation-free quote.