A Complete Guide To Corporate Event Management Planning

Do you ever plan a corporate event and feel like you could use some help?

Are you planning a corporate event and want to ensure that everything runs smoothly? If yes, then read on…

Corporate events can be a real pain in the neck. The fact that they cost a lot of money and usually require a lot of effort, means that companies generally don’t do them very often.

If you are planning a corporate event, and you are looking to ensure that everything runs smoothly, then read on…

What is corporate event planning management?

Organizing business events to interact with clients, staff members, and other stakeholders is known as succesful event planning. Corporate events are frequently held for the following reasons: 

  • To inform staff members or the public about new programs and services 
  • To recognize employees for their role in the expansion and success of the business 
  • to commemorate achievements with customers, staff, and other group members
  • announcement of organizational changes and their possible effects 
  • To encourage communication and networking between various business teams 

The main goal of any gathering, whether it be a client hospitality event or an internal training session, is to bring people together and aid in the development of business ties.

Corporate events by size

The future typically holds a number of events for booming businesses. Based on their sizes, you can classify them into the following categories. 

1. Small events management

Smaller gatherings of up to 250 people are hosted, and the locations and activities are adaptable. Training sessions, seminars, and departmental conferences are a few such examples. 

Event management necessities for a small event: 

  • Lunch: Depending on your requirements, you might order meals or hire a caterer. 
  • Transport: Especially when entertaining external stakeholders, you need to make sure participants can get to and from the event. 
  • Keep everyone hydrated and awake throughout the day with refreshments. 
  • Make sure guests can easily access event details, such as timings and location, during online registration. 
  • Breakout sessions: whether they take place online or in person, you’ll need to set aside room for them. 
  • Find a location that has the audio-visual equipment you need for presentations and speakers.
  • Planning the main stage schedule will help guests keep track of the important activities, such as speaker times and Q&As. 

A training day for 20 individuals or a workplace mixer for 150 people are examples of small events. In either case, event organizers must get ready and have space for everyone.

2. Midsize events management

Up to 1,000 people can attend conferences or leadership summits, which are considered midsize events. Such gatherings rely on technology to develop and carry out well-oiled plans and bring together staff from across the firm, important clients, and senior management. 

The requirements for preparing a midsize event also include those for smaller events, such as: 

  • Get everyone settled with event onboarding and orientation during pre-event orientation. 
  • Post-event entertainment: Since work and pleasure are frequently mixed up at corporate events, make sure your attendees are entertained the entire time. 
  • Pre-event communications: You need a mechanism to swiftly and simply inform sponsors and attendees of changes and updates pertaining to the event. 
  • If your guests are traveling from afar, you will need to arrange for hotel accommodations as well as event transportation.
  • You can handle guest lists, ticket sales, and modifications to the event by using an event mobile application.

3. Large events management

Large business events are intricate and challenging to manage. These festivities frequently last for many days and draw large crowds. 

For these events to be managed properly, thorough event planning is essential. Multi-day meetings, corporate conferences, award presentations, and trade exhibitions are typical examples. 

Large event planning needs consist of the following in addition to those for small and midsize events:

  • Find, schedule, and efficiently manage keynote speakers for your corporate event with speaker management. 
  • Keep stakeholders satisfied by giving delegates a first-rate experience with delegate management. 
  • You’ll need a streamlined method to accept and handle event registration for large events. 
  • Staffing: To make sure you never run out of workers, you’ll need to keep a constant check on your staffing capacity. 
  • Flight and hotel reservations are frequently necessary for large events because of the anticipated number of guests. You must find a solution to control these reservations and guarantee a positive encounter. 
  • Large-scale events require meticulous coordination and months of planning. You must approach these situations with plenty of time to plan and carry out your ideas, or you run the danger of having problems. 

The challenges of corporate event management

Corporate event planning raises the bar for your occasions, but it is not without difficulties. 

Despite your superhuman organizational abilities, your event could still fail. Corporate event planners must therefore be prepared for the unexpected and expect it. 

Let’s examine the typical problems with corporate event planning that you should try to avoid.

Understaffed events

The biggest issue is not having enough employees for the event. Understaffing puts your team under more work pressure the day of the event and makes it difficult for them to match attendees’ expectations. 

Think about your event, the anticipated attendance, and the number of staff members needed to guarantee you’re never overburdened. Be explicit about duties and responsibilities; organizing your company’s events should be same. 

When it comes to personnel, you should err on the side of caution; if you’re unsure, be generous. If you’ve managed events in the past, consider how the staffing levels were—were there either too few or too many employees present? To get workers for your event, contact an events firm; they can provide advice on the the optimum staffing levels.

Sticking to your event budget

When organizing a live, online, or hybrid event, event budgeting can help you succeed—or fail. Even the most seasoned event planners struggle with the budget since prices quickly escalate and balloon out of control. 

Things are constantly changing, therefore you can have new requirements right before the event. For instance, supplier costs can increase depending on actuals, or you might incur an unexpected expense. Because of this, it’s a good idea to keep your spending in check and to include a reserve fund in your budget. 

To determine the precise spending on each occasion, you might even examine prior study and data. Compare, for instance, the line items in the event lifecycle budget for the venue, catering, lodging, travel, speaker fees, staffing, and promotion.

Finding the right venue

Finding the ideal location is essential to the success of your event. 

You want your venue to be appropriate for the occasion, but you frequently need to book a space before making other plans. Because venues need to be booked far in advance, it’s critical that you plan beforehand. 

Before selecting a location, you need take into account a number of aspects, such as:

  • Location: Is it easy for visitors to get to the location? Is it usable by all staff members? 
  • Is the venue accessible on the dates you’ve selected? Can you reserve it for the entire duration of your event? 
  • Will the location have enough space for the amount of guests you anticipate? 
  • Does the venue’s price meet your planned spending limit? Do they provide discounted rates for big events? 
  • Does the location adhere to accepted safety and security procedures? Will attendees be secure while at the event?

 

The 5C’s of corporate event management

Before addressing best practices for planning jaw-dropping corporate events, let’s first examine the 5C’s of event management. Your event will operate more successfully if you follow these 5Cs from beginning to end. 

  • Concept: Make sure your event objectives are crystal clear so that everyone involved, including the planning staff, knows what is expected of them. 
  • Coordination: Think about the logistics, strategy, plans, and budget for your event. Starting sooner rather than later is essential since event planning demands exact preparations and coordinated work. 
  • Control: To make sure that everything is covered, assign duties to each member of your team. Establish a hierarchy for approval; using event management software will streamline the process and make responsibility assignment simple.
  • Culmination: If you are unable to carry out your plans, all of your preparation effort leading up to the event day will be for naught. Make sure everything is ready for a smooth function on the big day. 
  • Closing: To make future event planning better, evaluate the success of your event. When evaluating the performance of an event, take into account factors including attendance engagement, satisfaction, and event KPIs.

Hire event management such as 24Owls for a successful corporate event

In the early days of a new business, there’s usually a lot of excitement and excitement. With all that, it’s important to be prepared to handle any issues. You could always hire an event planner to help you plan a successful grand opening ceremony. Sit back and let 24OwlsGroup do all the work for you!

24owlsGroup has five years of highly successful event experience and experienced and dedicated staff that consistently maintains the highest standards of performance, making each occasion to be truly a memorable and unique experience.

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Don’t spend your time and money on an unsuccessful grand opening, be hassle-free and ended up with great results by working with 24Owls. Let’s work together. Contact us here.