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  • The Ultimate Corporate Event Planning Tips

    by WhiteMassif, Posted on

    Would you dispute the fact that planning corporate events is not an easy mission to accomplish? How could you get an insight on planning events for the most curious set of audiences out there? You probably know it all. But where you are lacking is on the implementation front of the huge wave of the event management. The world is imperfect and gloomy and attendees, especially corporate event attendees, get bored very easily listening to others voice because, in this fast-paced world, these don’t have time to listen to their own voices, hearing others is not a cake walk. So, now I have some brownie points on help you running successful corporate events so that you and your attendees have a great remembrance and always look forward for the next time.
    Corporate event planning is quite different than other event planning. Events in a corporate environment are usually a source of tools to market externally or internally a message proposed by the brand, the company, the boss or the employee.
    The common denominator of corporate events is usually the use of events as a great source of the platform to change internal company behavior or external behavior of customers towards the brand, company or products of the company in existence. The main difference between standalone and corporate events is the occasional lack of ticket selling and sponsorship selling.

    Corporate event planning objectives can be:
    – Changing customers’ line of thinking
    – Create media coverage
    – Stimulate social media and full online coverage
    – Support ‘above the line’ marketing activities
    – Making a team and bond well
    – Motivate sales personnel
    – Entertain executives and managers

    While these objectives can be a part of the mix of other types of events, they can be the sole aim of a corporate event. Planning and production processes will change vaguely and substantially in accordance with the current trends and customer requirements. All the event decisions and the checklist of the event encompassing the venue, timeline of the activities, food, workshops, etc. need to be aligned to support the achievement of the objective. Each company plans their events differently in context with their customized sets of goals and objectives to offer an encounter.
    In many cases, corporate event planners sit under the marketing department or under the PR and communications department. These individuals may not be dedicated to event planners. There needs to be a different committee set up altogether for the planning of a corporate event involving persons from all sets of fields and departments, who are willing to just make a difference or impact in the lives of others by the event planning. In larger organizations too, corporate event planners are often individuals or dedicated teams within the company that has their own department and run both internal and external events.

    Corporate events usually comprise planning of :
    – Product launches
    – Employee training
    – Board retreats
    – Seminars
    – Trade shows
    – Ice breaking sessions
    – User events and conferences
    – Focus groups
    – Sales meetings
    – Team building or leadership retreat
    – Meetings and networking spaces
    – Corporate hospitality and client entertaining

    Some key factors that should be taken into account while planning for a corporate event are as stated:

    82% of corporate event planners are most concerned about their event budgets. 62% are focused on finding new ideas and 54%are prioritizing ROI.

    81% of event planners care most about innovative ideas when planning corporate events. 65%care most about the choice of venue and 48% about marketing.

    We asked event planners what the priority is of their event attendees and 82% said that it is networking, followed by learning (71%) and entertainment (38%).

    Some tips for corporate event planning that are suggested are as follows:
    – Identify the appropriate venue

    To attendees, the crucial factor isn’t if they had fun but what valuable takeaways they got from the event. Because if the attendees are traveling from around the globe, they need a stone’ drop location from their place of accommodation and if the venue is far away the event should be a really great one for which the attendees also feel worthy of their time and efforts of traveling and attending.

    – Select a robust and interesting online registration platform

    Online event registration platforms are the first see of any person who has the desire to check about the event. The online registration platform and the website of the event should be so enthralling and attractive, that it shows triple the efforts that you have put in the actual event and it should be a convenient source and a great way to build your event attendee database. Online registration keeps attendees from having to stand in long lines and helps you as a corporate event planner to stay organized with providing the people with the itinerary, flow of the event, information about the guest speakers, etc. with everything online instead of on gigantic stacks of paper. With data analytics, data summarization, digital check-in, virtual tour, QR codes and so much more, they are a win-win situation creator for everyone involved in the process! The registration platform should also speak about the ‘product launch’, the key highlight of the event in order to gain traction.

    – Building a strong sponsorship and alliance funnel

    Getting sponsors on board is essential for fulfilling the budget outline and assuring that the planned things are implemented the same way as they were planned initially. However, recruiting and acquiring sponsors on the table with that cheque of multi-six figure digit requires an entirely unique and different marketing campaign which should be designed strategically, keeping in mind, the event activities and its timelines. This time around, you should focus your objectives and plan your resources on understanding your potential sponsors, creating networks through various other corporate events and showing how your event could add brand value to them by making your enterprise a brand and marketing it with the help of a customized proposal or a brochure.

    – Make your event loaded with bodyguards

    As gala as it sounds, having tight security in the form of hiring bodyguards can be an expensive take-up but definitely interesting eye candy. Who doesn’t like to be in an event surrounded by top-notch, decked up, well-built muscular guards? All the gala events like Filmfare, IIFA, all of them have such huge fan following and attendees because of the aura that the event creates. Having security around the top-notch industrialists and guest speakers are again important, in order to make them feel honored and away from mass stabbing, as we call it.

    – Hospitality

    ’The food is food to the brain and the body’. To keep the audience well engaged in the whole event we need to keep them refreshed at all times with the provision of appropriate meals and snacks. For the same, catering services need to be well organized and well maintained. Along with the food aspect, the accommodation for all the travelers needs to be in a five-star rating hotel to create an impression of luxury and grandeur. The travel expenses and accommodation cost should be smartly included in the registration fees of all whose coming from outside the locality.

    – Follow-ups

    Feedbacks and follow-ups are a great source of information to gather post-event. Post-event surveys can be much more insightful than just a measure of whether the audience had a ball time at your event. It can be a way to nurture and foster further engagement and to prepare for the next event.

    – Ensuring that experiential marketing is perfectly set up

    Experiential marketing is all about telling a story. You create a story that touches and utilizes the five senses of the audience. After the experience, it evolves into a story that they will then use to tell others about your brand. And this story is often a digital one, shared through social media. It turns out that social media is also the perfect platform to capture the play with the senses you have concocted for your attendees.