The Best Guide to Planning a Corporate Event

Employees within your company devote their time and energy to propel the business to greater heights. It, therefore, becomes important for them to get a break from the monotony of daily grind. Corporate event planning is the easy answer to fulfilling this goal and encouraging your employees for enhanced productivity:

 

Every company needs strong business relationships to foster growth and success. When businesses plan a corporate event, it offers the perfect opportunity to produce lasting relationships not only with the partners, investors, and potential clients but also with the employees. Such events also offer the best window to strengthen bonds with loyal customers and partners, developing genuine connections while also doing the groundwork to attract fruitful ones in the future.

However, organising corporate affairs without proper business event management can be difficult. This guide can therefore be the perfect navigation tool that introduces you to every element of such events, helping you navigate them with more ease and efficiency:

What is Planning a Corporate Event?

Planning corporate events involves a lot more than simply organising meetings and seminars. These events can take various forms and include anything from a product launch to celebrating the success of your employees. 

These events are planned with a focus on employees, clients, partners, and investors. Appreciating the important stakeholders within and outside your company is extremely crucial as they are valuable for its growth and success.

Hence, corporate event management is significant as they offer the perfect opportunity to ideate, plan, and strategies for the continued development of the company and its resources. They can help boost employee morale, bring the team together and ensure that the employees get a break from the monotony of everyday tasks. They are fun while also being informative and are important for every company. However, planning a successful corporate event can be challenging. But with meticulous preparation, these events can be planned to have a significant impact on your organisation and its advancement.

Also Read: An Ultimate Guide on Corporate Events Planning

 

Types of Corporate Events with Examples:

The types of events planned to incentivise employees and partners can vary. These corporate hospitality events can include employee R&R programs, team-building events, conventions, seminars, motivational programs, exhibitions, and much more. Planning and executing such events can take months and requires diligent management at every step. Hence, to assist you in skilfully navigating the world of corporate events management, we have tried to break them down into several broad categories:

 

Micro-Events:

Organising events for up to 100 delegates falls under the category of micro-events, also known as simple company events. These typically consist of meetings and trainings with a smaller group of people. The planning for such events is simple and merely requires the arrangement of- 

• Registration management
• Seminar room
• Presentation equipment
• Refreshments

Small-scale Events: 

When companies organise events for an audience size of 100 to 250, it is considered a small event Event planning companies plan seminars, training days, and conferences by keeping the following requirements in mind:

• Online registrations
• Stage Schedule
• Multiple Break-out sessions
• Catering
• Audio-visual equipment
• Transportation, and more.

Mid-size Events: 

Mid-size events are bigger in scale and can require more manpower than a company event planner can handle. They can be company-wide affairs, including over 1,000 attendees. As a result, it can be advantageous to rely on technology for such events. 

These types of business events are designed to be the perfect place for key customers to meet the senior company leaders and exchange ideas in a leadership summit. These types of events are wide-ranging in scope and can require:

• Itinerary management by best event management companies
• Sponsorship
• Pre-event communications
• Hotel accommodations
• Transportation
• Entertainment activities, and more.

Large-scale Events: 

Such large-scale events require enterprise-grade technology tools to manage each aspect like:

• Hotel reservations
• Flight bookings
• Catering
• Budget allocation
• Online registration
• Staffing 
• Speaker selection and management
• Partner programs
• Award and incentives, among many other details.

The successful execution of each of these details can be challenging, and companies might need the aid of an events organisation company to efficiently manage more than 10,000 attendees over several days.

Also Read: All Types of Corporate Events for Businesses

What Does a Corporate Event Planner Do?

A business event planner is a skilled professional who is adept at organising different kinds of corporate event services like:

• Conferences
• Meetings
• Trade shows
• Seminars
• Employee retreats

While the internal team sometimes organises these events, it is best to seek the expertise of professionals in the business event planning industry. These event planners can either work for a specific company that specialises in the end-to-end management of business events or be part of an event agency. Some of these planners even offer their expert know-how as freelancers.

Companies can benefit from a corporate events organiser as they take care of a range of tasks, including marketing, logistics, contracts, and communications. Let us take a look at the full spectrum of their responsibilities:

• Understanding the event requirements of clients
• Planning the event agenda
• Creating noise and marketing the event
• Negotiating contracts with different vendors
• Finding the most suitable venue
• Taking care of design, decorations, and equipment
• Coordinating with the staff
• Monitoring the event
• Sticking to the client-specified budget

How to Plan a Corporate Event?

Even though corporate event companies can help, it can make your event planning journey even smoother if you are well aware of its essentials. So, here’s a step-by-step of how to conquer your company-organised programs:

Step-1: Define the Measurement of Success- 

Before the planning stage of the event begins, it is imperative to decide upon its desired outcome. This will serve as the foundation upon which every other element of the event planning will befall. Hence, determining the objective of the different types of corporate events is essential. 

Step-2: Set Your Budget- 

The next step is to set the budget to keep a tab on the expenditure. This will enable you to determine the scale of the event and all that can be done for it to be a success. Corporate event companies need to know whether your business possesses the necessary financial means to fulfil the demands of the event. To simplify this, it is best to divide your budget into two streams- incoming revenue and outgoing expenses.

Step-3: Analyse Attendee Needs-

An event’s success is derived from the value it brings to its attendees. Therefore, it is best to be aligned with what interests your audience. This can be done by either directly reaching out to them through social media channels, surveys, or by creating focus groups. This data collected can help you better analyse their needs, motivations, and goals.

Step-4: Design Experiences-

Events are supposed to offer an unmatched experience to the attendees. When an event is designed to engage people and aligns with the audience’s values, it has a more significant impact. The best corporate event companies, therefore, try to evoke a sense of recall by offering unique event experiences to the employees and other attendees, making it memorable.

Step-5: Select the Venue-

While selecting the best venue, event organiser companies must choose a space that makes the attendees feel welcome. There are several important factors to be considered when finalising the event venue, like:

• Cost
• Location, Size, and Capacity
• Catering
• Technical support
• Health and Safety
• Customisations

Finding the perfect properties for planning and hosting important events for your company is not always easy. Since these events are supposed to promote the brand, bring the team together, or encourage employees to connect with the leaders; these properties must house the finest amenities like meeting halls, conference rooms, free Wi-Fi, and more. The right travel management solution can therefore help find the finest properties for a business event in and around all the major cities like:

Step-6: Promote Your Event-

In order to get maximum registrations and ensure that your attendees are excited about the event, effective event marketing and branding by a corporate event company can yield exceptional results. Promoting the event helps to convey its purpose while also persuading the attendees of the value that it will provide.

Step-7: Handle Event Logistics-

It is best to consider different scenarios to ensure that every logistical requirement of the event is taken care of. Coordinate all the logistics to ensure the event is successfully executed, achieving the desired goals with maximum impact.

Step-8: Evaluate the Results-

After the successful execution of your company’s event, try to gather the post-event reporting from different stakeholders. Once this data is corroborated, analyse and use analytics to help measure the event’s performance and impact. This will help you to identify areas of improvement and enhance future events.

 

How Can Corporate Event Management Companies Help?

Organising a successful company event may seem daunting. However, with proper management, every aspect of these events can be streamlined to yield the best outcome for the business. This can be effectively done by seeking the assistance of professionals from the best corporate event management company that can aid you in:

• Planning 
• Booking
• Executing

and delivering a successful event. Additionally, specialised event management companies for corporate like MICE by MakeMyTrip can ensure effective planning by:

• Providing expertise 
• Designing specially-curated packages
• Offering a vast network of suppliers
• End-to-end event organisation

This guarantees a hassle-free execution of the event that propels your business to greater success.

 

Frequently Asked Questions (FAQs) About Corporate Events 

 

Q1. How do you do a corporate event?

Ans. Companies can easily accomplish corporate event management by developing the objective, setting the budget, and booking.

Q2. Why do corporates need events?

Ans. Company events are important for strengthening the workplace culture, increasing employee engagement, offering more value to clients and partners, as well as setting the business on a new path of success. 

Q3. What are the 4 categories of events?

Ans. The 4 categories of events organised for companies include organisational events, incentive events, leisure events, and cultural events.

Q4. What are the benefits of corporate event planning?

Ans. Corporate event planning in an event management office alleviates the stress of planning and execution, allowing businesses to execute stress-free events efficiently.

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