• How To Organise A Corporate Event

How To Organise A Corporate Event

A corporate event can take many forms and have various goals. You’ve probably attended multiple events in your time, with each one differing from the last. But, if you are a business owner and wondering how to organise a corporate event, do you know what steps to take?

Essentially, a corporate event is any type of event or activity organised by a business. So, this includes trade shows, conferences, etc. The type of event you put on will mostly be dependent on what you want to gain from the whole experience.

Many companies host corporate events to promote new products or boost the number of sales leads they have. Others do it to raise capital or find new investors. The possibilities are endless, but none of this matters unless you know how to organise a corporate event.

So, that’s precisely what you’ll learn from this guide! Below, we’ve covered all the key event planning points that will help you promote your event, including:

  1. Figure out the reason for your event
  2. Choose the specific type of event you’ll put on
  3. Set your budget
  4. Figure out the ROI of your event
  5. Consider the content at your event
  6. Find the perfect venue
  7. Figure out how to draw people in & keep the event interesting
  8. Always have a backup plan
  9. Ensure that you follow-up after the event

Figure out the reason for your event

First thing’s first, you can’t organise a corporate event without understanding the reason for it. Different businesses may want to host an event for different reasons. We’ve already touched on a couple, but here are some common reasons to plan a corporate event:

  • Bring in more sales leads
  • Develop networking opportunities with other businesses
  • Promote new products
  • Gain more exposure for your business
  • An awards ceremony to give back to your employees
  • An internal conference to go over business targets/aims
  • Raise money for your business

There’s no right or wrong answer; it depends on what you hope to get from the event.

Choose the specific type of event you’ll host

When you figure out the reason for your event, this helps you decide on the specific type of event you’ll host. Again, there are lots of options here:

  • Public conference
  • Internal conference/meeting
  • An award ceremony for employees
  • Seminar
  • Trade show/exhibition
  • Auction

Some event types work better than others, depending on your goals for the event. For example, if you want to promote the launch of a new product, then something like a public conference or exhibition are the best bets.

Similarly, if you want to raise money for your business or a charity, then auctions work really well. It’s all about pairing the perfect event type with your event purpose. Once you decide on your purpose, you’ll find it much easier to choose the event type.

Set your budget

Every corporate event needs to be organised with a budget in mind. Otherwise, you run the risk of spending far too much. When this happens, the event ceases to be profitable and ends up losing you money.

Check your accounts and figure out how much you can conceivably afford to spend on your event. Each aspect of your event should be budgeted – this means choosing how much to spend on a venue, any speakers, multimedia entertainment, outside help, and so on.

Figure out the ROI of your event

When setting your budget, it’s crucial to think about the ROI of your event. You want to make your money mean something. If you splash the cash and get nothing in return, then it’s a waste of money.

So, think about the impact that everything will have on the people at your event. It may cost a lot of money to hire a famous speaker but think about the potential impact. Having a big name as the headline for your event will draw more people in, which could help you make more sales or gain more exposure, etc.

Consider the content for your event

Every corporate event will need to have content. The content you create and display will vary based on what your event is about and your target audience. For example, if you’re hosting an internal event for your employees, then your content might be based on sales figures and performance stats.

On the other hand, if your event is aimed at potential investors, then the content has to be focused on what makes your business great. Either way, the content has to keep people engaged and be easy for everyone to understand. This way, you really get your points across.

Find the perfect venue

Choose a venue for your event that suits its purpose. For a small internal function, you may only need to rent out a large meeting room. For a big conference where you want to spread brand awareness, then you need a large event space to fit as many people as possible.

Of course, consider your budget and the venue location too. If a location is easy to get to, then more people will come.

Figure out how to draw people in

We touched upon this when talking about hiring speakers. A speaker is a fantastic hook to draw people to your event. Think about hiring an industry specialist that can give a talk on something related to your business.

Alternatively, go about things a different way and provide incentives to your attendees like free food and drink (just remember to total up the number of guests first). Again, it’s an extra expense, but think about how much you could gain from it.

Always have a backup plan

Hopefully, everything runs smoothly, and your corporate event hits no snags. But, unfortunately, you can’t predict everything. What happens if a speaker cancels at the last minute? Or, what if your venue suddenly can’t be used?

In these scenarios, you need a backup plan to avoid everything going up in smoke. So, seek out secondary venues as a backup, have other speakers on standby, and so on. If things go wrong, you need contingency plans to help you out.

Ensure that you follow-up after the event

Once the event is over, that doesn’t mean your work is done. Don’t forget that you need to follow things up by seeing how impactful the event was.

An excellent way to do this is by asking people to fill in feedback forms so you know how much they enjoyed it and how you could improve on the next event.

Also, if you wanted to generate leads, then spend time calculating how many new leads you gained, so it gives you an idea of how effective the event was.

If you follow all of these steps, then you should be able to organise an excellent corporate event. Of course, you may find that there’s too much work for you to handle. So, it can help to get outside assistance when planning and setting up the event.

Here at Virtual Events, we can help you out with a range of corporate event solutions, from audio and furniture, to dance floors and photo boots. For more information on organising an event, call our team today on 0118 327 3910 or email info@virtual-events.co.uk.