Planning a memorable corporate event requires a strategic approach. Let’s examine the ten essential steps to making your event successful.
Step 1: Establish Clear Event Objectives
Define your event’s purpose and desired outcomes. What are your key performance indicators (KPIs) for success? What takeaways do you want your employees to gain?
Before selecting an event type, understand the reasons behind hosting it and clarify your expectations. Your objectives will guide your decisions on event format, venue, and evaluation metrics.
For instance, you may opt for a milestone event if you’re celebrating a company milestone, such as a new building launch. These events can be held externally, virtually, or in a hybrid format. Success metrics include attendance, engagement, media coverage, lead generation, and publicity opportunities.
Consider a team-building event if your goal is to foster employee relationships and collaboration. Depending on employee preferences, these events can be virtual, hybrid, or in-person. Success metrics focus on content absorption, attendee participation, engagement, session views, and post-event feedback. We’ll explore event formats in more detail later.
Step 2: Establish a Comprehensive Event Budget
Define your corporate event budget early to avoid overspending and ensure a successful event. Create a preliminary list of budget line items, allocating funds to high-priority expenses like venue, catering, technology, and production. In-person and hybrid events require additional resources, including physical venue costs and advanced technology (A/V, stage production). Assign tentative estimates to each line item, prioritizing essential expenses that significantly impact the event’s success.
Focus on allocating more resources to critical items, such as hiring experienced technical professionals to ensure a smooth event. While decor is essential, it’s secondary to keeping the event running smoothly. Assign a high priority to items that significantly contribute to the event’s success.
Don’t forget to include entertainment in your budget, as it’s often a crucial component of corporate events. This could include a party, after-party, cocktail hour with a DJ or band, photo booth, or lighting.
For expert help in utilizing your budget effectively, consider consulting an event management and coordination company like Extraordinary. They will help you make the most of your budget and ensure a seamless execution of your event.
Remember to include a 5-10% contingency fund to cover unexpected expenses that may arise during planning.
Step 3: Select the Ideal Event Format
When deciding on an event format, consider the benefits and drawbacks of virtual, hybrid, and in-person events. Virtual events have gained popularity due to their safety, cost-effectiveness, and ability to reach a broader audience. However, they need a more personal connection to in-person events.
Hybrid events offer a compromise, combining the benefits of both virtual and in-person experiences. They enable attendees to connect in person at a physical venue while accommodating virtual attendees.
When choosing an event format, consider the following factors:
- Employee location and accessibility: In-person events suit local teams, while virtual or hybrid events are better for remote teams.
- Budget: Virtual events are more cost-effective, eliminating venue and catering costs.
- Safety: Virtual or hybrid events prioritize safety, minimizing risks associated with in-person gatherings.
Expert Tip: Seek employee feedback to ensure their needs are met. Prioritizing safety and employee satisfaction is crucial, especially for employee appreciation events. Hybrid events balance safety and the in-person experience but may still pose some safety concerns.
Step 4: Select the Optimal Venue and Location
When choosing a venue and location for your corporate event, consider the event type, objectives, size, and other vital factors.
- Event Type: In-person events require a spacious venue, ensuring attendees’ safety and comfort. Virtual events need a robust virtual stage or event software for a seamless digital experience. Hybrid events demand a physical and virtual stage, with a platform to manage both aspects.
- Event Objectives: Align the venue with your event goals, such as a relaxing retreat or a local community engagement.
- Event Size: More significant events require more extensive venues, while virtual events need platforms to accommodate your attendees.
- Additional Considerations: Budget, employee availability, venue scenery (indoor or outdoor), logistics (permits, insurance, parking, accessibility), and seasonal pricing or discounts all play a crucial role in the decision-making process.
Carefully evaluating these factors will ensure the perfect venue and location for a successful corporate event.
Step 5: Create a Comprehensive Event Agenda
Develop a detailed event agenda that outlines the daily schedule, including all activities, sessions, and logistics. An event coordinator or coordination company like Extraordinary will work with you to lay out a full timeline, covering everything from load-in logistics and floor plans for all vendors to the schedule of programs and shows.
Craft a Detailed Schedule: Create an hourly schedule that informs employees of what to expect and how to prepare. Include essential details on:
- Location and accommodations
- Activities and sessions
- Last-minute updates and notifications
Destination Events: If your event is at a destination location, include the following:
- Departure and arrival times
- Contact points and sign-ins
- Meeting locations
Distribution and Updates: Distribute the agenda at least two weeks before the event and notify attendees of any updates or changes. This ensures everyone is on the same page and knows what to expect.
Step 6: Design Engaging Activities and Team-Building Experiences
Create a memorable and interactive experience that delights attendees and leaves a lasting impression.
- Entertainment and Team-Building:
- Hire entertainment acts (acrobats, comedians, magicians, bands) for in-person and hybrid events.
- Utilize instructional workshops, keynote speakers, and topic-specific breakout sessions for team-building and business development.
- Organize creative brainstorming, conflict resolution, and team challenges.
- Offer fun and hobby-focused activities like cooking classes, yoga classes, escape rooms, and scavenger hunts.
- Employee Appreciation: Host dinner parties, sporting events, theater performances, awards shows, and free lunch. Transform in-person activities into virtual experiences, like virtual murder mystery parties.
- Virtual Engagement: To keep attendees engaged, utilize event management platforms with features like live chat, live polling, gamification, live Q&A, social walls, and video rooms.
Pro Tip: Think outside the box and prioritize interaction. Sprinkle fun activities throughout instructional sessions to keep attendees engaged and involved.
Step 7: Define Your Technology Requirements
Your event’s technology needs will depend on its type and location. Consider the following technology elements, categorized by event type:
- Virtual Events:
- High speed internet connection and IT support
- Live streaming capabilities
- Event management software (also applicable for hybrid events)
- Video conferencing software (for virtual webinars, events, or seminars)
- Backup systems
- In-Person and Hybrid Events:
- Production stage and projectors
- High speed internet connection and A/V equipment
- Tech staff, including a stage manager
- Test runs to ensure smooth execution
- Post-event technology for video editing, hosting, and distribution (if applicable)
- Event Location Considerations:
- In-house events at your corporate office may utilize existing staff and resources for WiFi, IT assistance, A/V, etc.
- Offsite events require additional production, tech experts, and equipment.
- Virtual events demand a robust virtual stage or platform for educational content sessions, real-time engagement, and activities.
Step 8: Select a Comprehensive Event Management Platform
For more significant virtual and hybrid corporate events, utilize an event management platform to centralize planning, enhance attendee engagement, and facilitate real-time interaction.
- Virtual Event Platform: Your platform is the foundation for your virtual stage, enabling attendees to interact via live chat, share images, and participate in polls. Opt for a platform that provides valuable insights into attendee engagement and event success through real-time data and analytics.
- Interactive Tools: Consider platforms offering digital meeting solutions with interactive features like live chat, live polling, moderated Q&A, and detailed analytics. These tools ensure high engagement for attendees, regardless of event size.
Step 9: Finalize Planning with a Comprehensive Event Walkthrough
To ensure a seamless event experience, create a detailed walkthrough list, regardless of your event’s size or location. This internal document will help your team stay organized and prepared for last-minute issues. It’s crucial to require your vendors to participate in the walkthrough process to ensure everyone is aligned, understands the event needs, and works out any logistical or spatial requirements.
This collaborative approach ensures that all vendors are on the same page, and their needs are addressed, making the event execution smoother. Your team will appreciate the clarity, and your vendors will be better prepared to deliver their services.
- Event Walkthrough vs. Agenda: Unlike your event agenda, the walkthrough list is an internal document that keeps your team accountable and on track. It’s essential to distinguish between them, as they serve different purposes.
- Sample Internal Event Walkthrough: Refer to the sample walkthrough list below, which is based on our previous team-building event example. Note the differences between the internal walkthrough list (in orange) and the external attendee agenda (in blue).
Step 10: Gather Valuable Insights with Post-Event Surveys
Following the event, collect feedback from employees to understand what resonated with them and identify areas for improvement. Leverage event software data on virtual attendee engagement and compare it with employee feedback.
- Solicit Feedback: Distribute surveys to employees and attendees to gather insights on their experience, including sessions, activities, engagement, location, and venue. Offer incentives to encourage participation.
- Analyze and Apply Findings: Discuss the survey results with your event planning team and utilize the feedback to enhance your next corporate event. This valuable insight will help refine your event strategy and create a more impactful employee experience.
Elevate Your Corporate Events
Take your corporate events to the next level with Extraordinary’s comprehensive entertainment and production solutions! Our expert team will help you design engaging activities and team-building experiences, select the ideal event format, venue, and location, define your technology requirements, and create a seamless event experience with our comprehensive event management services. From conceptualization to execution, we’ve got you covered. Let us help you craft an unforgettable corporate event that leaves a lasting impression on your employees. Contact us today to learn more and let’s get started!
