Are you planning a corporate event soon and don’t know where to start? We understand how overwhelming it can be, especially when it’s a huge vent. With the right preparation, you won’t have to worry about the success of your corporate event. In this article, we explain how to plan a corporate event, including a checklist and a thorough explanation of each preparation stage.
Let’s explore everything you need to know about corporate event planning to ensure a successful and memorable event!
Understanding Corporate Event Planning
Corporate event planning refers to planning all aspects of an event that is hosted by a business. The events are to motivate or educate employees, clients and relevant stakeholders while also allowing an opportunity to build a meaningful connection.
A successful corporate event will boost the company’s image and contribute to overall business growth. The planning process includes choosing the venue, budgeting, marketing, and so on. To plan a successful corporate event, organization and communication are important.
Types of Corporate Events
Each corporate event has its own purpose. Below, we list the most common types of corporate events and the main goal of each:
1. Conferences
Conferences are a form of large gatherings that involve the sharing of industry insights, specific knowledge and networking. This type of corporate event will be attended by several industry-leading speakers and several panel discussions.
2. Seminars and Workshops
Seminars and workshops involve sessions that teach a specific skill and encourage interaction between participants. They are typically held to train the attendees for professional development purposes.
3. Product Launches
A product launch event is hosted to introduce a particular product or service to potential clients and media partners. The primary purpose of product launches is to generate some attention from the public.
4. Networking Events
Networking events are a place for working professionals to connect and build relationships with one another. This includes key leaders in a specific industry who share ideas and knowledge.
Step-by-Step Guide on How to Plan a Corporate Event
If you’re unsure how to place a corporate event, you can refer to our step-by-step guide below to ensure a successful one:
1. Set Your Objectives
You should be clear on the main objectives and purpose of the event. For instance, are you planning to host the event to celebrate a milestone, educate or promote your service/product? This serves as a guide while planning out the event.
2. Set a Proper Budget
Find out what the maximum budget amount your company can afford is to plan the corporate event. This includes budget for venue, entertainment, staff, marketing, and catering. Do ensure that you keep extra funds in case of any last minute costs.
3. Select an Appropriate Venue
You should always browse through several venues before deciding on your preferred choice. Find out about the seating or standing capacity, facilities available, accessibility and overall ambiance. Make your booking in advance to lock in your dates.
4. Come Up with a Concept
Ensure that you stick with a concept or theme that reflects your company. This can also enhance the overall experience for staff and attendees.
5. List Down the Event Schedule
Plan out the event schedule in detail so that everyone is clear on the agenda. Include meal times, breaks, and other relevant activities.
6. Communicate with Any Vendors or Logistics
Communicate with relevant suppliers or logistics, such as FOR catering, equipment, and other necessary services. Make sure all of them are booked ahead of time.
7. Promote the Event
Now, it’s time to promote your event to get attendees! You can leverage social media, email marketing and word of mouth to get people to attend your event. Get them to register early to avoid any disappointment.
8. Prepare Dedicated Team Members During the Event
Ensure you have dedicated team members during the event, such as for registration or technical support.
9. Gain Feedback from Attendees
Once you gather some feedback, you can improve for your next corporate event. This can be done through interviews or surveys.
Corporate Event Planning Timeline
Following a corporate event planning timeline is important to ensure everything is organized in a proper manner. It also helps to ensure that everything gets done on schedule.
We’d recommend the following timeline:
- 12 to 18 Months Out: Set event goals, budget, theme, and book your venue early.
- 6 to 9 Months Out: Secure key suppliers, vendors, and confirm main speakers or entertainment.
- 2 to 3 Months Out: Promote the event, open registration, and finalise the event program.
- 1 to 2 Months Out: Confirm logistics, vendors, and prepare event materials.
- Final Week: Double-check all arrangements, do walkthroughs, and run rehearsals.
- Event Day: Manage setup, oversee the schedule, and ensure everything runs smoothly.
- Post-Event: Send thank-yous, collect feedback, and review event outcomes.
Corporate Event Checklist
Having a corporate event checklist can be very helpful in ensuring a successful event. Follow our guide on how to plan a corporate event checklist for your next event:
1. Before the Event: Strategic Planning
Start by defining the purpose and goals of your event. Identify your target audience, set a realistic budget, and choose a suitable date. Selecting the right venue is crucial. Consider its capacity, accessibility, and facilities. Once these basics are decided, create an event theme or concept that reflects your brand identity and outline a preliminary schedule to guide the rest of your planning process.
2. Logistics and Vendors
Once your plan is getting started, focus on logistics and vendor coordination. Secure the venue and finalise all contracts early. Book the necessary vendors for catering, décor, and audio-visual setup, and confirm all details with speakers or presenters. If your event involves travel, make arrangements for accommodation, transportation, and parking.
3. Marketing and Communication
Promotion is key to a successful turnout. Create a registration page or event website to manage sign-ups. Develop a marketing plan using email, social media, and digital channels to attract your target audience. Send out invitations and manage RSVPs efficiently. As the event date approaches, send reminders and finalise your agenda.
4. During the Event: Setup and Execution
On the day of the event, arrive early to oversee setup and handle final checks. Assign roles to team members so everyone knows their responsibilities. Test all A/V and lighting equipment before attendees arrive. Maintain communication with vendors to ensure timelines are met. Keep a detailed event schedule with you.
5. After the Event: Follow-up and Evaluation
Send thank-you messages to guests, speakers, sponsors, and vendors to express appreciation. Collect feedback through surveys to understand what went well and where improvements can be made. Review the final budget and compare it against your initial plan.
Tips for Smooth Event Execution
To ensure a smooth and successful event, you should consider these helpful tips:
- Communicate with suppliers and staff clearly
- Have a backup plan just in case there are unforeseen circumstances like bad weather
- Ensure all attendees are being entertained and engaged
- Use proper software to manage all signups
Post-Event Follow-Up and Evaluation
After successfully carrying out corporate event planning, you should also perform several follow-ups to maintain good relationships with your attendees. For instance, send some thank-you emails or request feedback.
Conclusion
Planning a successful corporate event requires a certain level of experience and skills. If creating a checklist or timeline feels overwhelming, leave it to the pros. Events Wizard is a trusted event management company in Malaysia for end-to-end corporate event planning. Reach out and we’ll help you deliver an event that leaves a lasting impression.
