As the world slowly begins to open back up after a year of pandemic-induced isolation, many businesses are looking to jumpstart their in-person event planning. If your company is one of them, you may be feeling a bit rusty when it comes to putting together a successful corporate event.  This guide will give you everything you need to know about corporate event planning in 2022. From finding the perfect venue to creating a memorable experience for your guests, we’ve got you covered..

What is corporate event planning?

In the business world, there are many different types of events that take place. There are small events, like a lunch meeting or a press conference. Then there are larger events, such as a product launch or a major trade show. But what about all of the events in between? What is corporate event planning?

Corporate event planning is the process of organizing and coordinating any type of event for a company or organization. This can include anything from a small meeting to a large-scale conference.

Corporate event planners work with clients to determine their needs and create a plan that meets those needs. They then work with vendors to make sure everything goes smoothly on the day of the event.

Organizing an event can be a lot of work, but it can also be a lot of fun.

4 common types of corporate events

When it comes to company events, there are a variety of different types that can be held. From training seminars to holiday parties, each type of event has its own unique benefits and purposes. Here are four common types of corporate events:

Training Seminars 

Training seminars provide an opportunity for employees to learn new skills and strategies that can help them in their roles within the company. They can also offer a chance for employees to network with one another and learn about what other departments do.

Product Launches/Demos 

Product launches and demos give employees a chance to see new products or services that the company is offering and provides an opportunity for feedback. This type of event can also be used to generate excitement among employees about upcoming changes or developments within the company.

Employee Appreciation Days 

Employee appreciation days give an opportunity for employees to celebrate their hard work and accomplishments. This event can be used to provide recognition among employees that are doing well and is also a great way for your company to gain the loyalty of your workers.

Team Building Activities 

Team-building activities can include fun activities like paintball, obstacle courses, or team-building games. Team building is a great way to build a stronger bond between your workers and help them work together as a team.

Rise of the hybrid format in the event industry

In the event industry, there is a new trend on the rise: hybrid events. What are they? They are a combination of an in-person meeting and an online meeting. This new type of event is growing in popularity because it offers the best of both worlds, thereby, promoting global engagement.

Attendees can get together in person to network and build relationships, while also interacting with each other online through chat tools and video conferencing.

Hybrid events are especially popular with companies that have a remote workforce. By hosting a hybrid event, they can bring everyone together for a face-to-face meeting without having to fly people all around the world. In addition, hybrid events are often cheaper and more efficient than traditional in-person meetings.

So why are companies turning to hybrid events? There are several reasons: lower costs, increased engagement, and improved communication.

How to plan a corporate event

When it comes to corporate event planning, there are many things to consider.

1. Know Your Goals

When it comes to planning a corporate event, knowing your goals is the first step of the process. What do you hope to achieve by hosting an event?

Strong goals can help define and focus the overall event planning process, as well as keep everyone on track when challenges and unexpected hurdles inevitably arise.

Some common objectives that organizations pursue through corporate events include: strengthening relationships with clients or partners, boosting employee morale, recruiting new talent, or marketing and promoting a new product or service. However, your specific goals will likely be unique to your organization.

Once you have a good understanding of your goals, you can begin to create a plan for how best to achieve them. This may involve selecting the right venue, assembling the right team of professionals, setting a budget, and more.

Having a clear goal in mind will make all these decisions much easier.

2. Align your goals with the budget

Establish a budget and make sure your corporate event goals are aligned with it. Here are a few tips for establishing a budget:

– Decide on a realistic budget that fits your company’s needs.

– Set clear goals for what you want the event to achieve.

– Make a list of all the expenses associated with putting on the event.

– Be creative and look for ways to reduce costs without sacrificing quality.

– Track your expenses and make sure they stay within your budget.

– Celebrate your success! Once the event is over, take some time to reflect on what went well and what could be improved for next time.

3. Prioritize the guest experience

It means ensuring that all elements of the event are planned with the guests in mind and will meet or exceed their expectations. By prioritizing the guest experience, you can create an event that is successful and memorable for all who attend. Some ways to prioritize the guest experience include:

– Consider your guests when selecting a venue or a mobile event app.

– Planning menus that will appeal to your guests’ tastes.

– Selecting décor and entertainment that will be enjoyed by all.

– Making sure all logistics are taken care of, from parking to seating arrangements.

– Taking into account any special needs or requests your guests may have.

– Ensuring that the event runs smoothly from beginning to end.

4. Build your team

The team will help you plan, organize, and execute your event. The members of your team should be experts in their field and have the experience necessary to make your event a success. Here are some tips on assembling the right team for your next corporate event.

– Start by assembling a core group of individuals who will be responsible for overall event planning. This group should include individuals with event planning experience as well as those with specific knowledge or skills related to the event being planned.

– Next, build out your team by recruiting additional members who can help with specific aspects of the event planning process. This could include catering, floral arrangements, entertainment, transportation, and more.

– Take your time in selecting the right people for each aspect of the event. The goal is to assemble a team that is able to work together and communicate effectively.

– Finally, use a process like Critical Chain Project Management to ensure you are on track for success.

5. Use an event planning checklist

When it comes to corporate event planning, there are a lot of details that go into making sure everything goes off without a hitch. This is why creating and using an event checklist is so important.

An event planning checklist is a comprehensive list of items that need to be considered when planning an event. The checklist can help ensure that no important detail is overlooked.

The items on the checklist can vary depending on the type of event being planned, but typically include tasks such as selecting a venue, arranging catering, creating a guest list, and designing invitations.

Sample corporate event checklist

Name of the event
Event date
Event budget setting
Is it a funded event?
What is the expected income?
How much will the delegates charge?
How much will it cost for running a stall?
Estimates
Room booking
Catering
Audio Visual Equipment
Taxis and couriers
Stationery
Printing
Event Venue
Number of people expected
Layout
Breakout rooms
Event location
A detailed timeline of the event
Additional costs
Catering
Number of breaks
Number of attendees
What will be served at lunch?
What refreshment will be served?
Audio/Visual
Projector
Microphone
Laptop
Screen

5 Crucial Elements for a Successful Event

When it comes to conducting a successful corporate event, there are certain essential elements that must be taken into account. By focusing on these key components, you can create an occasion that will not only meet your expectations but exceed them as well.

Here are five of the most important factors to consider when organizing a corporate event:

1. Research your audience

When it comes to events, planning is key. That means taking the time to research your audience, the venue, and what you hope to achieve with the event. By doing your homework in advance, you can avoid many of the common pitfalls that can occur during an event.

To start your research process, take a look at your target audience. Who are they? What do they want or need? What are their hobbies or interests? Once you have a good understanding of who your target audience is, you can start looking for venues and activities that will appeal to them.

It’s also important to have a solid grasp of your goals for the event. What do you hope to accomplish? Are you looking to increase brand awareness? Drive sales? Get people excited about a new product or service.

2. Decide the event design

The design sets the tone for the entire event and can make or break the overall experience for attendees. There are a few key things to keep in mind when designing an event.

First, make sure that the design is cohesive with the company’s branding. The event should reflect the company’s culture and values, and be visually appealing to attendees.

Second, make sure that the event is functional and meets the needs of attendees. The layout should be easy to navigate, and there should be plenty of space for people to move around.

Third, create a theme or atmosphere that reflects the company’s brand and personality. Finally, use creative and unique ideas to make the event stand out from others.

By following these tips, you can create a corporate event that is both visually appealing and functionally successful.

3. Develop an event branding and marketing strategy

One of the most important – but often overlooked – aspects of planning a successful corporate event is event branding and marketing.

In order to create a successful event, it’s necessary to first develop a clear and concise event brand strategy that will be carried through all aspects of the event planning process.

Once the event brand strategy is in place, effective marketing collateral must be created and distributed to potential attendees.

By taking the time to focus on branding and marketing, you’ll be well on your way to putting on a successful corporate event!

4. Audience engagement

An audience is a crucial element of any event, especially corporate events. The term “audience engagement” has become increasingly popular in event planning circles in recent years. Audience engagement is the process of engaging an audience before, during, and after an event.

By engaging an audience, planners can create a more meaningful experience for attendees and improve the overall outcome of an event.

There are many ways to engage an audience, but some common methods include using livepolls, q and a sessions, word clouds, and live quizzes along with making sure the content is relevant to attendees.

5. Conduct post-event evaluation

A successful event doesn’t happen by accident – it’s the result of careful advance preparation and post-event evaluation.

The latter is often overlooked, but it’s just as important as the former. The evaluation allows planners to assess what went well and what could be improved upon for future events. It also helps to identify any areas where the company could benefit from additional training or resources.

By taking the time to conduct a thorough post-event evaluation, planners can ensure that their events are consistently successful.

Why choose a mobile event app?

A mobile event app is a great choice for corporate event planning because it offers many benefits that other types of apps don’t.

First, mobile event apps allow you to manage your entire event from one location. This includes submitting session proposals, viewing the agenda, networking with other attendees, and more. Plus, you can access the app from any device, so you can always stay up-to-date on what’s happening.

Second, mobile event app makes networking easier than ever. You can connect with other attendees before the event, schedule meetings during the event, and continue networking after the event has ended.

Some of the key benefits of using a mobile event app in corporate event planning include:

– Increased engagement and interaction among attendees.

– Easier access to information about the event and speakers.

– Increased opportunities for networking.

– Increased visibility for your brand or company.

– Greater efficiency and organization for event planners.

Check: WebMOBI event app

Wrap Up!

In conclusion, in corporate event planning, be sure to keep the audience in mind and make sure the event is tailored to their needs. Also, be sure to have a solid plan in place and delegate tasks appropriately so that the event runs smoothly.

Finally, be sure to budget appropriately and to allow for some flexibility in case of unforeseen circumstances. By following these tips, you can ensure that your corporate event planning is a success!

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