Corporate event planning is a field that can be extremely profitable for businesses. With the right strategies, planners can create events that attract business prospects and employees alike, while also generating revenue. In order to succeed in this field, it is important to have a thorough understanding of the different aspects of event planning. In this article, we will discuss how to successfully plan a corporate event.

What is a corporate event?

A corporate event is an occasion that is organized by a company to promote or celebrate something specific. This can be anything from the launch of a new product to the retirement of a long-standing employee.

Corporate events can be large or small, formal or informal, and they can take place in a variety of locations. Generally, the goal of a corporate event is to bring people together who wouldn’t ordinarily interact, create a positive association with the company, and generate some buzz about whatever it is that’s being promoted.

8 Popular Types of Corporate Events

There are many different types of corporate events, from team-building events to conferences. It’s important to find the right type of event for your company and to make sure that it is well executed. Here are some of the most popular types of corporate events:

1. Product launches/reveals

This is a great way to introduce a new product or service to the market. It can also be used to announce major changes or updates to an existing product line.

2. Sales meetings/conferences

This event is typically used to motivate and educate sales teams about new products, promotions, and strategies.

3. Customer appreciation events

These events are designed to show customers that the company values its business and wants to thank them for their support.

4. Employee recognition events

These events recognize employees for their hard work and achievements over the past year. They can also be used to celebrate important milestones or retirement celebrations.

5. Workshops

These events are designed to provide training, education, or information to employees and customers. They can be used to educate employees on new products, facilities, or systems.

6. Tradeshows

These events showcase the company’s product line to the public. They can be used to introduce new products, give seminars on sales and marketing, or announce new facilities.

7. Business events

These types of events typically take place on a quarterly or annual basis. They are usually used to promote the company and its products or to celebrate key milestones such as a new product launch.

8. Seminars

These events provide the opportunity for employees to learn and share ideas with other employees.

Read:

How to make the best use of hybrid trade shows

5 qualities of a good corporate event planner

For successful corporate event planning, it is important to work with someone who has the necessary skills and qualities to ensure a successful outcome. Here are five of the most important qualities to look for in corporate event planners:

1. Strong organizational skills

A good planner is able to keep track of all the details, ensuring that nothing falls through the cracks.

2. Excellent communication skills

The planner must be able to communicate effectively with clients, vendors, and venue staff in order to ensure that everyone is on the same page.

3. Planning in advance

An event planner must be able to plan events well in advance. This allows them to take the appropriate steps necessary to ensure that everything is taken care of.

4. Creativity and attention to detail

The perfect planner can take an idea and make it into a reality, while also paying close attention to every last detail.

5. Strong problem-solving skills

Businesses want it to be an event that their employees will remember for years to come. So having a planner who can think on her feet and provide solutions is crucial.

Learn the 5 Benefits of Corporate Event Planning

When it comes to throwing corporate events, many people think that all you have to do is pick a date and time, send out invitations, and show up. But if you want your event to be successful, there’s a lot more to it than that. Corporate event planning can be a lot of work, but it’s worth it for the benefits it brings. Here are five key benefits of corporate event planning:

1. Increased brand awareness

When you host a corporate event, you have a unique opportunity to put your brand in front of a large number of people. Your guests will be exposed to your logo, name, and products or services, which can help increase brand awareness and boost sales.

2. Improved customer relationships

Hosting an event is a great way to strengthen relationships with current customers and attract new ones.

3. Increased productivity

When employees are happy, they are more likely to perform well and take pride in their work. An event helps to preserve good relationships with your employees, which can increase morale and productivity.

4. Increased sales

A successful event will stimulate additional sales, which can boost your bottom line.

5. Improved public image

Hosting an event is a great way to improve the perception of your company and brand name in the eyes of customers and the community.

The corporate event planning process

The process of planning a corporate event can be daunting. But with careful planning and organization, you can create a successful corporate event that will impress your guests and help to promote your business. Follow these 12 steps for successful corporate event planning:

1. Set your goals and objectives

Goal setting and objective setting are important first steps of the corporate event planning process. Goals are the end result you hope to achieve, while objectives are specific steps you take to achieve your goals. Without clearly defined goals and objectives, your event planning process will be more difficult and less successful.

Some factors to consider when defining your goals and objectives include the type of event, the audience, the purpose of the event, and the total costs. Once you have a good understanding of what you want to achieve, you can start planning how to make it happen.

A well-planned corporate event can help promote your company or product, generate leads or sales, or simply create goodwill with customers or employees. By taking the time to set clear goals and objectives at the beginning of the process, you can ensure that your event is a success.

2. Know the target audience

It will help you determine the appropriate type of event, the tone of the event, and the messaging you want to send. For example, if you’re planning an event for a new product launch, you’ll want to target early adopters – people who are always looking for the latest and greatest products.

If you’re planning an event for current customers, you’ll want to target people who are likely to be repeat customers. You may also want to consider your company’s goals for the event. Is your goal to increase brand awareness? Drive sales? Get feedback from customers? Knowing your target audience will help you determine which marketing strategies to use at the event.

3. Establish a budget

Budgeting is one of the most essential steps in the corporate event planning process. By establishing a realistic budget, you can avoid any unexpected financial surprises down the road and stay within your allotted budget. There are many factors to consider when creating a budget, such as the type of event, venue, food and drinks, and entertainment.

One way to create a budget is to start with your overall event goal and then break it down into smaller categories. For example, if you are hosting a charity fundraiser, your total budget might include expenses such as marketing and advertising, catering costs, event rentals, and prizes or auction items. Once you have a good idea of what your overall budget should be, you can start allocating specific funds for each expense.

4. Decide a date and venue

In the corporate event planning process, picking up a date and venue is an essential element. The date you choose for your event will depend on a variety of factors such as the availability of your preferred venue, the time of year, and the type of event you are planning.

Venue selection is also critical; you need to find a location that can accommodate your guest list, meet your budgetary requirements, and be in a convenient location. By taking the time to plan these key elements early on in the process, you’ll ensure that your corporate event goes off without a hitch.

5. Build a great event team

You should have a great team of company employees in place to help make the event a success. The team should consist of company employees with the necessary skills and experience to handle all aspects of the event planning process. From designing the event to coordinating logistics, each member of the team should play an integral role in ensuring that the event goes off without a hitch.

Choosing the right people for your team is essential. You need individuals who are organized and efficient, and who can handle stress well. It is also important to have people with creative mindsets who can come up with new ideas for your event. And finally, you need people with strong networking skills who can connect you with the right vendors and suppliers.

Putting together a great event team takes time and effort, but it is well worth it in the end.

6. Create the event program and attendee lists

The event program will outline the agenda for the day and provide information about each speaker or panelist. The attendee list will include all of the individuals who will be attending the event, including attendees, speakers, sponsors, and vendors.

The first step in creating an event program is to determine the objectives of the event. What are you hoping to achieve by hosting this event? Once you have determined your objectives, you can begin to compile a list of topics that will be covered during the event.

Next, create an outline of each session that will be held and determine who will speak at each session. Once you have created your outline, it’s time to start writing the actual program.

7. Plan the event logistics

Logistics are a key part of the corporate event planning process, and getting them right is essential to ensure a smooth and successful event. Here are some tips on how to plan the logistics for your corporate event:

Create a timeline

Start by creating a timeline for the event. This will help you to plan out the various logistics and ensure that everything is completed in time.

Assign task

Determine who will be responsible for each task and make sure everyone knows what they need to do.

Make a list

Make a list of all the things that need to be done. This can include: setting up the venue, making sure all chairs and tables are set up, purchasing decorations, hiring musicians, ordering food and drinks for the event, and so on.

Organize the guest facilities

Organize transportation and accommodation for guests, as well as any necessary permits or licenses.

Plan the necessaries

Plan out the catering and entertainment for the event, and make sure all necessary supplies are ordered in advance.

Read:

Virtual event logistics in 2022

8. Develop event branding strategies

Event branding is the process of creating a unique and consistent experience for attendees that will leave a lasting impression. There are various ways to develop an effective event branding strategy, and the following tips can help get you started.

To create a strong brand identity and brand awareness, start by developing a clear and concise vision for your event. What do you want attendees to feel when they leave? What kind of atmosphere do you want to create?

Once you have a solid idea in mind, create a logo and tagline that reflects your vision. Be sure to use consistent fonts, colors, and imagery throughout all of your marketing materials so that attendees will instantly recognize your event.

Another important element of branding for corporate event planners is the selection of keynote speakers and entertainment.

Read:

13 branding elements for your next event

9. Invite event sponsors

When you’re planning a corporate event, you should think about how you can get sponsors on board. Sponsors can help offset the costs of the event, and they can also help promote the event to their own networks.

Here are some tips for inviting event sponsors

Find out the good fit

Start by identifying the types of sponsors that would be a good fit for your event. There are a variety of different sponsorship levels, so you should tailor your invitation to fit each sponsor’s needs and budget.

Draft a sponsorship proposal

Draft a sponsorship proposal that outlines the benefits of sponsoring your event. This proposal should highlight how the sponsor will be able to reach their target audience through your event.

Send out invitations

Send out invitations to potential sponsors early in the planning process. The earlier you start reaching out, the more likely you are to secure sponsorships from interested parties.

Distribute sponsorship packet

Distribute your sponsorship packet to potential sponsors, and update them as the event approaches. This will help you keep up with all of the information that is needed to start planning for your event.

Be prepared

Be prepared to answer any questions that your sponsors may have. Having a sponsor list with contact information makes it easy for sponsors to get in touch with you whenever they have questions or need more information about the event.

When it comes to planning corporate events, there are a lot of details that need to be considered. From the invitations to the catering, everything needs to be perfect. This is why many companies are turning to event management software or event mobile apps to help them plan their events.

Read:

8 elements of an event sponsorship proposal

10. Have an event management software

Event management software can help with everything from organizing the guest list to sending out invitations. It can also help you track who has and hasn’t replied, and even help you keep track of your budget.

If you’re looking for something a little more specific, there are also event mobile apps available. The apps can help with everything from coordinating schedules to bringing in registrations directly from the phone itself. They can also be used to collect feedback from attendees after the event is over.

Both event management software and event mobile apps have a range of benefits that can make planning your next corporate event much easier.

11. Event marketing

Event marketing is an important element in the corporate event planning process. Event marketing involves creating and executing promotional campaigns to increase attendance at corporate events.

There are many different tactics that can be used in an event marketing campaign, including online marketing, print advertising, and public relations. It is important to select the right tactics for your company and target audience.

Without good marketing, your guests may not know about the event or understand why they should attend.

Read:

20 proven tips to promote an event

12. Evaluate your process

The success of any corporate event planning process is reliant upon how well it is evaluated. To ensure that your next corporate event planning process is successful, take the time to evaluate your previous efforts.

First, take stock of what went well and what didn’t during the event planning process. This will help you identify what worked and what needs improvement for future events.

Second, look at how the event was received by attendees. Evaluate things like overall satisfaction, whether the event met their expectations, and if they would recommend it to others.

Third, assess how well the event was executed on-site. Make sure you track things like on-time starts and finishes, budget adherence, and quality of deliverables.

Finally, consider any lessons learned from problems that arose during or after the big event.

Corporate event planning checklist sample

Create an event planning checklist to ensure that everything is planned and accounted for. This will help to avoid any last-minute surprises or problems. The corporate events checklist should include items such as the date and time of the event, the location, the budget, guest list, food and beverages, and any decorations or entertainment that is planned.

By taking the time to plan everything out in advance, the event will be smoother and more successful.

Name of the event
Type of event
Event timeline
Event date
Target audience For whom the event is being targeted? What do you want the target audience to know? How to boost audience engagement? What team building activities are you using for the audience?
Event coordinator Who is the contact person? Who are the event planners?
Event objectives What are you hoping to achieve with this corporate event?
Event message What are you willing to say to the audience? What do you want your audience to do?
Event description
Establish the evaluation criteria Is everything coming under your budget? Was your event a successful event? How do measure the event’s success? Did we achieve the goal? What tools should be used to measure the event’s success?
Risk assessment Identify the potential risk and come up with ideas on how to minimize the risk
Corporate event management software Have you chosen the right corporate event management software? What features are you expecting from the event management tool?
Event marketing Is the event marketing campaign effective? Is the campaign reaching your target audience? What types of marketing strategies are we adopting?
Event branding Is the event logo representing your brand? What will be the event theme and color scheme?
Event sponsorship Invite the right sponsors, draft a sponsorship proposal, distribute a sponsorship packet, etc.
Event logistics Transportation,, decorations, accommodation of guests, food and beverages, project timeline, and so on.

Why choose the WebMOBI event app?

WebMOBI is an all-in-one platform for hybrid business events. It helps in making the entire management process easier for onsite, virtual, and hybrid corporate events. From registrations to marketing, the app has it all.

A corporate event planner can create registration forms and multiple landing pages with the app. Attendees can sync the app with their mobile phone for self-check-in through QR codes, e-tickets, and even onsite check-in.

Email marketing is enabled through pre-designed email templates that can be used for sending to potential attendees. The read confirmation message will help you to capture RSVPs.  You can also capture quality leads through contact exchange and a built-in scanner for business cards. The lead capture mechanism can be synced easily with CRM software such as Salesforce.

You will get access to the in-built audience engagement tools such as livepoll, word cloud, live Q and A, and live quizzes. It will help to build excitement among the attendees till the end of your presentation. The content moderation system enables approval or disapproval of  Q&A questions before displaying them on the big screen.

With this event app, you can make your events even more interactive with the help of 40+ preset mode themes and event branding elements.

Tap here to learn more

Conclusion

In conclusion, corporate event planning can be a daunting task. However, following the simple steps outlined in this article can make the corporate event planning process smoother and less stressful. By taking the time to plan each step carefully, you will be able to ensure that your event is a success.

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