Planning a corporate event can seem like a mammoth task, especially if you’ve never done it before. From budgets to banners, there’s a lot that goes in to even the most low-key of events.
Corporate events are great for business growth, as they are a platform for you to network, make new connections and strengthen existing relationships. No matter the industry you’re working in, corporate events allow you to get your business’s name out there.
No matter the kind of event you’re planning to put on, the basic steps of event management are the same – and once you’re looking at it in these stages, it’ll feel far more manageable.
What is a corporate event?
A corporate event is quite simply any form of gathering or meeting that is held by a business, usually for their employees, clients or stakeholders, but they can serve many different purposes.
Most corporate events are held to achieve a specific business goal, such as motivating and rewarding employees, celebrating company milestones or bringing industry professionals together to collaborate.
Types of corporate events include:
- Conferences
- Trade shows
- Product launches
- Board meetings
- Team building days
- Awards ceremonies
- Seminars
- Networking events.
The type of event you choose will depend on what you’re hoping to achieve by holding it – here’s how to plan the perfect event.
Planning a corporate event
Feeling a little overwhelmed? Never fear – we’re here to help make event planning a breeze.
Work backwards
It might sound a little counterproductive, but starting at the end can make planning a whole lot easier. Thinking about the big picture first means you won’t get hung up on the small details too soon.
Before anything else, you should establish the goals and objectives, as they will shape the entire event and what it will include. Once you know what you’re hoping to achieve by hosting it, you can start thinking about how you will get there. Imagine your ideal corporate event – what does it look like? What type of event is it? Who is attending? Where is it held? You should also consider who you’re planning on inviting, to make sure your event would meet the expectations of your guests.
Consider your budget
After your objectives have been set, it’s time to work out your budget. If you’re planning an event on behalf of a business, the chances are you’ve already been set a budget, so you’ll need to figure out how you’re going to use it.
Our main tip for setting a budget? Prepare to go over it! Setting yourself a cushion of around 10% gives you a little contingency, just in case. Make sure to get quotes from a number of different suppliers to get the best deal possible, and don’t be afraid to negotiate costs.
Deciding how to properly allocate the budget is key, so that you don’t end up skimping on the essentials. Think about what your priorities are for the event and divide the budget accordingly – for example, if you’re holding a seminar, investing in proper AV equipment is more important than splashing out on decorations.
Create a timeline
That’s right, we’re working backwards again! Once you have chosen the date you want to hold your event, you’ll need to figure out when each step will need to be completed by. Be generous with this, as there are always going to be unexpected roadblocks and hold-ups. Put all the individual steps of your plan into your calendar, so you can keep track of where everything is up to.
It is, of course, also helpful to start planning as early as possible to make sure you can book the venue on your preferred date, and also to give your guests plenty of notice.
As well as the timeline for the run-up to the event, create a timeline for the event itself. Attendees expect events to run like clockwork, so create a detailed schedule that includes some contingency plans just in case anything goes wrong on the day.
Event Planning Checklist
Now that you’ve got the initial foundations laid down, you can start planning out all of the components that will build a successful event.
Venue
Picking a standout venue is crucial, as it can make or break an event. The type of venue you choose depends on the kind of event that you’re planning and how many people you’re inviting, so above all it needs to be functional.
If you’re planning a networking event, you’d probably want somewhere spacious enough for people to mingle, with enough room for breakout spaces and seating areas. If you’re planning on showing a presentation, you’d need a venue that would comfortably seat your guests, with a stage area big enough for a screen.
The facilities of the venue should also be a consideration – the last thing you want is to show up on the day of the event and find out you should have brought your own chairs! Find out what equipment you will have access to when you hire the venue, and what you would need to provide yourself.
You should also think about who the event is for – an art gallery space probably wouldn’t be the best location for a corporate crowd, but it could fit the bill for a product launch with a more laid-back audience.
Activities
Of course, if you’re hosting a board meeting then you probably won’t need to plan any activities, but if you’re throwing a team building day? It’s time to get creative. The types of activities that you have in mind will impact the location you choose – for example, if you’re considering a scavenger hunt, it’s probably more fun for participants to search around a town centre than it is the side of the motorway!
You’ll need to consider what extra equipment you might need for these activities, and how you’re going to source them, from microphones and projectors to sporting kit and prizes. If you need to hire entertainment like DJs, bands or speakers, reach out to them as soon as possible to get them pencilled in.
Decor
You might not want to go for a full immersive experience with decor that totally transforms the space, but you’ll definitely need something to jazz it up and keep it on brand. Even something as simple as a branded banner or poster in the entrance way will make the event look more professional.
If you’re going all-out with your event theme, you could put together a Pinterest board of inspiration to help you find decorations, or even to present to an events company who can do the hard work for you.
As well as the visual appeal, how the space is decked out can actually help you to achieve your goals – for example, creating exciting areas for product demos would elevate a product launch, whilst individual seating areas and breakout spaces are ideal for networking events.
Catering
Not all events demand catering, but for ones that are more than a few hours long – especially if they are scheduled around meal times – you’ll be far more popular with attendees if they have something to eat!
It doesn’t need to be anything extravagant – a refreshments table at a seminar, or some canapés being passed around a networking event will go a long way. Just make sure that you cater to a range of dietary requirements so that no-one goes hungry.
Invitations and ticketing
Once you know who you’re going to invite, you need to work out how you’re going to invite them. If it’s an event that’s open to the public, you could use a site like Eventbrite to set up ticket sales. If it’s invite-only, sending an online invitation via a mailing list is a simple way to reach out to your audience en masse.
However you decide to reach out to your guests, make sure to keep an updated RSVP list so that you know how many people to expect – and send out the invitations with as much notice as possible.
Marketing
Whilst a private event won’t need to be shouted about, public events need to be publicised! Look for relevant industry sites to see if they can share it or include it in their listings, share it on your company socials, or look into using paid media on sites like LinkedIn to directly advertise it to your target audience.
Our top event planning tips
Feeling ready to throw the corporate event of a lifetime? We’ll leave you with our top tips…
Have a backup plan
Even the best laid plans can go awry! Always have a strong contingency plan on the back burner just in case – if you’re hosting an outdoor event, plan for wet weather. If you have some public speakers lined up, assume their presentations won’t connect to the screen. Prepare for all eventualities and you’ll be ready for anything, just in case there are any hiccups.
Measure the success
Once the event is over, you should always reflect on its success. If you set KPIs beforehand that correspond to the event’s aims – such as how many people sign up to a mailing list, or purchase a product – you’ll be able to gather and review the data.
Think about the event objectively and ask, what went well? What didn’t go so well, and how can you learn from it next time? You could even send out a survey afterwards to gather data from attendees, to see how they found it from the audience perspective.
Get some support
Throwing a corporate event is no mean feat, especially when you’re going it alone. Partnering with a specialist like Human Built gives you the peace of mind that it’s being taken care of by the professionals. We can help with everything from venue planning and stage design, to talent sourcing and on-site AV support – get in touch with us to find out how we can level up your next corporate event.
