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. 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 meeted and greeted by the appropriate person.
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 to 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.
For a good event to run smoothly it needs excellent people behind it. This person can sometimes be outsourced to the venue – particularly world class hotels. Some of the key characteristics to look out for in an events manager are that they are organised, personable, detail focused, have a real awareness of the event (as covered at the beginning) and are able to create something less tangible; a buzz. If your event is being run in this manner then you are sure to exceed and create a memorable event that will get people talking.
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.