Corporate Events Planning: 7 Things to Remember

Corporate events are organised in order to communicate the company’s strategies, initiate change within the enterprise, launch new products, train employees, reward exceptional employees or influence customer behaviour, among other things. It, therefore, becomes imperative to plan these events with the right objectives in mind. In this article, we explore the ideal way to plan such events in a way that can develop important client and business relationships:

A corporate meeting or event is a way to bring employees together, applaud team achievements, support marketing initiatives, and connect with senior leaders. They can play a crucial role in forging significant business and customer relations. So, it becomes essential to gauge what are your goals, who are your target groups, and what resources are at your disposal. This can help you to execute your plan better.

Also Read: Corporate Event Guide - All You Know About it

So, let us explore the road to being an efficient corporate event planner who can implement ideas that can help grow businesses through successful business events:

What is Corporate Event Management and Planning?

 

Corporate activities and events have a lot more to them beyond planning. Even though board meetings, conferences, directors meeting, corporate retreats, and other such events form the foundation of business event planning, there are others that might include:

• Displaying corporate hospitality
• Entertaining clients
• Organising conventions
• Organising exhibitions
• Arrange motivational events and corporate dinner
• Organising fundraising events for charity
• Putting together employee incentive programs

Overall, ideal corporate event management companies target the below-mentioned four primary areas to make progress in:

• Creating brand awareness
• Sharing leadership thought
• Customer retention and lead generation
• Employee engagement

Executing such events can be a mammoth task and involves several organisational steps. Let’s navigate the best ways to plan a corporate event below:

How to Plan Successful Corporate Events?

Here are the most important things that can contribute to the success of every business event you organise:

Define Goals and Objectives:

The first thing to consider for corporate event organisers is to define the objective of the event. It is important to figure out what the event is all about. Whether it is a company board meeting, a teambuilding activity like a picnic, offsite, retreat, training, or an annual corporate event, knowing the goal of organising the event can help run things smoothly.

The primary focus, in this case, should be to keep the attendees' expectations in mind, helping you achieve the goals you wish to accomplish. Identifying the goals and objectives will pave the road to organising successful corporate outings or events that resonate with your target audience, offering them a meaningful and engaging experience.

 

Set the Event Budget:

 

Once the objective of your event is decided, it is time to determine the budget for organising creative corporate events. The budget can impact all aspects of the corporate event, starting from planning, venue selection, technology, staffing, guest list, and more. It should be set after taking the evolving needs and inflation into consideration. There are also ways to expand the budget if organisers face financial constraints. The following alternatives can be utilised for external revenues:

 

• Getting sponsors for the event.
• Income from exhibitors.

 

Event budgets need to be flexible because unanticipated expenditures are typical. Suppliers often give estimates rather than quoting fixed prices. Hence, it becomes imperative to foresee these rising costs and plan the budget for corporate team building activities accordingly. Make a comprehensive list of all expenditures, estimating costs for:

 

• Venue
• Food and beverage
• Travel and accommodation
• Speaker fees
• Staff remuneration
• Marketing costs

.. among others.

 

However, all of this can be highly complicated. For larger, more complex events, partner with experienced corporate event management companies like our efficient MICE team, that is well-versed with the uncertainty that accompanies the corporate event and budget planning. They can easily gather budget-related information and help businesses keep track of all the expenses, helping you get the ROI on your investment.

 

Decide Your Audience:

 

Once the objective and budget are decided, it is an important step in planning to narrow down on the list of attendees. Determining the audience before the event can help you organise corporate events better. The target audience for these could be:

 

• Company executives/ Management
• Business partners
• Community members
• Potential clients
• Employees

 

or a combination of some or all of the above. This step of figuring out the target audience can be detrimental to the success of the event as it enables you to cater to them and their interests.

This can be even more important for small businesses, where inefficient planning can lead to empty seats. Hence, it is better to oversee the guest list with the perspective that every attendee is a potential brand ambassador who has the power to take your business to new heights. Thus, pay special attention to the guest experience and focus on the finer details of the planning by partnering with corporate event companies like our MICE team.

Choose the Right Venue:

 

The venue is important to leave a lasting impression on the target audience. However, making this choice has to be influenced by several factors like:

 

• Budget
• Venue capacity
• Location of venue
• Venue availability 
• Logistics

 

Paying consideration to these factors can help you to shortlist better options, but here are some of the tips that can help you source the venue that best serves your purposes:

• Be sure about the corporate meeting or event objectives, as it can help you to narrow down the search process.
• Define the purpose of the event so as to ascertain what it requires and what the company hopes to achieve by organising such events or corporate training programmes.
• Being flexible can enable you to secure the best deal at the location of your choice.
• Set realistic expectations about the budget and deadlines. 
• Partner with the right one-stop solution among business event companies to help you take care of all the venue-related issues, including corporate event theme and corporate event decor. Our MICE team is adept at taking care of every step of business event planning and execution to offer you a hassle-free experience.

 

Effectively Market the Event: 

 

Spend time and money on carefully marketing your event if it is an external one. Corporate event companies can easily help you to advertise it. However, this does not imply that internal company events do not need to be advertised. It is important to incite enthusiasm among all the attendees to create successful corporate fun days. 

 

Different channels of marketing, like content, social media, and email, can be used to build excitement for the event for free. Additionally, hiring a competent corporate event management team like our MICE experts can help you to promote your event alongside managing every detail with accuracy.

 

Encourage Attendee Engagement:

 

Once you actively start promoting the event through various marketing initiatives, you will be easily able to promote guest participation. Promoting the event actively can encourage the attendees to participate in the corporate fun activities and rejuvenate. With happy guests on your side, nothing can prevent your event from turning on the road to success.

• For product launches, ensure that each attendee gets to try the product themselves or get a demo.
• For a corporate outing like a picnic, conduct interesting activities and ensure complete participation.
• For incentives and award events, make sure to appreciate the employees and their hard work.
• Use innovative tools and techniques to make the events exciting.

 

Follow-up After the Event:

 

A successful event is characterised by the corporate event company or organisers conducting a follow-up after it is over. It is important to thank the guests for attending the event through email communications. This communication can be tailor-made for each attendee, or pre-made content can be forwarded. These post-event emails are also a lucrative opportunity to promote upcoming products and events. Conducting surveys is also an effective way to get valuable feedback that can help you to organise better events and corporate days in the future.

 

Planning corporate events can be complicated, but with efficient management, everything can be organised to deliver a fruitful impact, reaping favourable results for the company. If every aspect is mapped out beforehand with the help of experts, it can ease the process of planning, organising, and delivering a successful event. Based on your location and event size you can get customized quotations from an established service provider like MICE by MakeMyTrip and ensure high quality events for your organization. So, explore more about our MICE team to ensure the success of your next corporate event!

 

Frequently Asked Questions (FAQs) Corporate Event Planning 

Q1. How to get access to a large number of venues for board meetings?

Ans. Partnering with expert corporate event organisers like the MICE team by MakeMyTrip that has a vast network of venue providers can ensure a hassle-free execution of all kinds of events, including board meetings.

Q2. How to select the corporate event venue?

Ans. A good venue to host corporate activities can be selected by keeping factors like budget, location of the venue, venue capacity, availability, and logistics in mind.

Q3. How to offer corporate offsites to incentivise employees?

Ans. Tailor-made group tours can be easily organised with the help of an experienced team like MICE by MakeMyTrip. We ensure team engagement activities and entertainment programmes to ensure employees have a good time on the offsites.

Q4. How to organise corporate training programmes?

Ans. Keeping the company goals in mind, research thoroughly to plan trainings that can achieve the long-term vision of the business. However, partnering with the MICE team by MakeMyTrip can offer you the expertise to plan and execute conferences like corporate trainings effectively.  

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