Corporate events are great ways to branch out into new markets and strengthen current demographics. Along with the potential to create new relationships, events like fundraisers also improve staff morale by giving employees a reward for their hard work.
Planning an event, however, can be a daunting task. There is plenty of space for errors. As such, here are five steps that will help you turn an idea for an event into a successful reality.
1. Set a Realistic Budget
As with almost everything in life, budgeting for an event is essential. Whether you plan to hold a conference or a seminar, the event will likely be expensive, so it is important to budget accordingly.
Determine how much money can be allocated to the event. When doing this, try to take into account all expenses. These include but are not limited to a party venue, catering, decorations, or entertainment.
Setting a realistic budget depends on what type of event you are planning and how many attendees plan on coming. So first, consider where you have to spend money and then where you can save money.
2. Pick a Theme
Picking a suitable theme or purpose for an event will help you set the tone of the proceedings and create a cohesive experience for attendees. The best themes are often tied to the company’s brand or mission, though sometimes it’s good to go with something fun or engaging.
When picking a theme, consider the type of event you want to host, the interests of your audience, and the size of your venue. Leave no stone unturned. Often, picking a theme makes or breaks a corporate event. For example, in the case of a product launch, you may want to keep the theme simple to focus on the product.
3. Create a Detailed Event Plan
After creating a budget and theme, the next step is to create a detailed event plan. The best plans include everything, from considerations of decorations to equipment and timing.
Using project management software to create an event planner may be a good idea. Creating a digital plan is often better than a paper alternative as it is both harder to lose and easier to share between employees. Keep track of all the details to ensure that everything runs smoothly. Sharing responsibility between employees will help to take the pressure off of your shoulders and create stronger relationships.
4. Promote the Event
Promoting the event is likely the most critical part of planning if you intend to network with new clients or customers. However, if the event is for recreational purposes, you may want more people to attend to create a more lively atmosphere.
There is a nearly limitless amount of possibilities when promoting an event. Try to be creative while staying in touch with your company’s brand and image.
Social media
Social media is probably the most potent method of communication that can be used for free. Whether you create a hashtag for your event or create content building up to the event, no modern promotion plan is complete without social media.
Be sure to spread your message across several platforms to maximize your reach. Instagram posts and Facebook are great places to start. Facebook even allows you to create an online group that can help you gauge how many people will turn up.
Email marketing
You can not only use email marketing to promote your event. You can also use it to encourage consumer loyalty. Email marketing is great for creating more personal connections with your audience compared to social media. Perhaps you can offer early bird access for the people signed up to your email marketing list to ensure they stick with your brand.
Work with influencers/experts
Partner with an influencer or an expert in your field in order to tap into their audience. Influencers are becoming increasingly important to audiences, and the great thing about partnerships with them is that they can often be cheap or free. Maybe you can give the influencer a free batch of products to test or have them create content to be posted on their own accounts. The choice is yours.
Final Thoughts
Planning a successful event can be incredibly time-consuming, but when done correctly, you can create an experience that brings your company together. Corporate events are becoming more and more important to audiences at a time when the importance of a connection between audiences and companies is at an all-time high.
