Corporate events can mean big money for your business. Running successful business events can help build your reputation, enhance your company’s profile and be a great opportunity for networking. To ensure the event you’re running is the best it can be, we’ve compiled some helpful advice on successful business events management. Your first impression is one of the most important so make sure you hit all the right notes with potential customers by running a professional, well organised event. If your event is happening for people within your business then impress your colleagues by performing at your absolute best with these helpful pointers.
The Event’s Purpose and Focus
Why has the event been organised? What are the objectives of the day or afternoon? Ask yourself obvious questions so that you can rule out silly mistakes. If time and resources allow then create a brief for the event. If you’re running the event on behalf of your company then treat yourself as the client. What would you want to be done if someone else was running the event? Make sure the purpose of the event is clear and that all objectives can be realistically met. If the event is going to be held abroad, it could be helpful to get some help from people in the host country (like one of the best dmc uk, for example) about any local experiences that would make the trip even more special. Knowing the message can also help you with details later; perhaps a theme will present itself which can give the event a fun element. Make sure you keep this objective clear throughout and it will help to focus your attention if things start to go wrong.
Details. Details. Details.
When thinking of the bigger picture for an event it can be so easy to overlook details and basic information. This is where a true events manager will show their excellence; the things people often forget can be the most important. An excellent venue will also help you with this process; work alongside the events staff and delegate. A cohesive, symbiotic relationship will only help you later on down the line. Use the list below to get inspiration as to the kind of details that should be at the front of your mind.
Helpful Events Checklist
– Staff Numbers –
How many people does it take to deliver the event? Is there a contingency plan if people can’t make it/ call in sick?
– Seats, tables, glasses, food, menus, microphones –
These are important to the smooth running of any speeches that might be taking place and to ensure everyone is catered for.
– Names of attendees –
Don’t forget anyone, as everyone is equally important – remember names and you’ll be remembered
– Names of speakers –
These people hold some prestige, so they should be treated with respect, make sure they are met and greeted by the appropriate person.
– Allergies–
People have different needs and it is important to meet them, allergies and dietary requirements are particularly important if food is part of the event.
– Suppliers –
Don’t catch yourself short, make sure that whatever you have planned is available and easy to replace if not.
– Dates & Times –
The essentials of organisation – make sure people turn up at the right place on the right day at the right time.
– Wifi & Connectivity –
Find out if the venue has Wifi so that delegates can still connect/work if they need to, or if they need it as part of their presentation.
– Budget –
Ensuring work comes in on time and to budget is essential and makes for an excellent project manager. Make numbers a priority.
Effective Marketing
To orchestrate a successful event, effective marketing is indispensable. Whether through traditional methods like distributing flyers and putting up posters or leveraging digital channels such as social media, comprehensive marketing ensures maximum visibility and engagement. Flyers and posters, obtained through services like poster printing in Ann Arbor, MI, or other locations, have the power to capture attention within local communities. Likewise, digital channels can offer broad reach and interactive capabilities. Crafting compelling messaging and visually appealing graphics across these mediums is key to generating excitement and driving attendance. By combining both traditional and digital marketing strategies, you can effectively promote your event to a diverse audience and increase its chances of success.
For a successful event to run smoothly, it requires a team of excellent people behind the scenes. This often includes an event manager, who can sometimes be provided by the venue, especially in world-class hotels. Key characteristics to look for in an event manager include strong organizational skills, a personable nature, attention to detail, a keen awareness of the event’s goals, and the ability to create an intangible buzz. When your event is managed this way, you are sure to exceed expectations and create a memorable experience that will leave people talking.
Organising Light, Sound, and Video
Imagine a corporate event meticulously planned with exquisite food and elegant decorations, but lacking proper sound. Feels drab, right? Without the right kind of sound, the ambiance would fall flat, making it feel more like a disorganized crowd than a cohesive event. High-quality audio, achieved through a top-quality sound system, is essential to create the right ambiance and engage the audience effectively. That said, to find exceptional sound systems, you can search for “live sound companies near me Minneapolis” or similar key phrases on the Web. The same holds true for lighting and video. You certainly wouldn’t want your event location to have the regular office feel. Instead, you want it to leave a lasting impression on the attendees. Investing in exceptional lighting designs and video solutions can, therefore, be helpful toward achieve this goal.
Productive Breaks
It may sound obvious but if the event is a particularly long day or contains heavily intellectual talks then breaks are essential. Allowing people to re energise between speeches or activities will mean that people can pause their brains and rejuvenate. These breaks also promote discussion about what has been said or about business. Allowing people to network could help to grow your business and even expand your client base. So make sure scheduled breaks are added to the day’s agenda so that people don’t feel overloaded with information.
Post Event Buzz
An event doesn’t end once the last speaker has finished an address or the last delegate leaves. It’s important to tweet, update statuses and post photos about the event both during and after. This promotes whatever was being discussed, the company that organised it and allows for a rich resource for clients to look at on a company’s website. Make sure you showcase the hard work as well as the beautiful venue it may have been held in.
Make sure you choose the right venue for your event – view our gallery to see if our beautiful setting can be the backdrop to your next corporate event.
