Business events are important for your employees, partners, and clients, since they are powerful tools to strengthen your corporate image and inner-company bonds while promoting your company at the same time. When you are just starting up, hosting such an event can be a challenge, but the rewards are well worth it. Here are the best tips for organizing a business event.
What is a Corporate Event?
Typically, a corporate or business event is a gathering of a company’s staff for a variety of purposes. Most people think of company celebrations first, like Christmas parties or celebrating investment successes with binary options and co., but a corporate event can take many forms. Many of them do not only include staff, but also invite outsiders, like possible partner firms or clients.
Types of Events
The word event describes “an occurrence” or “a prearranged social activity”, meaning it is any kind of extraordinary meeting that isn’t part of our typical day to day. Naturally, you could apply this definition to all kinds of things. Planning to surprise a coworker with a cake in the break room on their birthday? — technically a business-related event. But there are some standard work-related occurrences that are typically meant when we are talking about corporate events:
- Seminars, Trainings & Conferences
- Trade Fairs
- Meetings & Videoconferencing
Some of these are aimed at team building and strengthening the corporate identity. Others are educational and will improve your business strategies and efficiency. Others, like trade fairs and conferences, can also be used to network with potential clients and partners.
If you are planning an event, it is important to keep in mind what the goals are. Chances are, you will want to organize an inner-circle meeting differently than an event that is aimed at promoting your professionalism.
Event Organization Keys
Any event and company will have their own peculiarities, but there are some key factors, that can be applied to planning for every kind of business event.
Typically, the budget is the strongest deciding factor when it comes to figuring out the limits of what is possible. Before we can look for the right technology or location, we need to know what we can afford. Young companies are often working on a tight budget and therefore need to pay close attention to the available options and their funds. Make lists about what is absolutely necessary, optional, or can be cut entirely, and remove things till you hit your goal.
When you are deciding what your budget will be, it helps to look at the purpose of the event. If it is promotional or educational, it is often worth it to spend more money and see it as an investment that will let you reap rewards later. If your guests are impressed by the quality of the venue or food, they are more inclined to consider your company worthy of their time. The same applies to staff members who will feel more valued if their bosses spend some money on them.
At an internal celebration, it won’t be ruinous if the technology is making problems. The same cannot be said for videoconferences or seminars. To appear professional, it pays off to hire technicians and make sure there will be no technical difficulties. This, again, is an opportunity to use high quality items to suggest to clients that your company is on top of the game.
A cozy bar will be an appropriate choice if you want to seem friendly and let your team members bond, but it would certainly not be the right location for any educational event. Keep some questions in mind:
- How loud is the venue? Are there distractions?
- How is the infrastructure? Are there enough power outlets? Is there a beamer?
- Is the venue accessible? Can any attendee reach the building and floor without issue?
- How do I want my guests to feel? What mood suits the purpose of the meeting?
- Are the chairs and seats comfortable? Do the attendees have a surface to write on?
And many more…
For many events, it is advisable to ask the local authorities about any necessary permits and licenses you would have to apply for beforehand. Something as little as an informational booth in the streets usually needs to be registered to avoid any problems. The same goes for entertainment like fireworks.
The success of any event often stands or falls with the quality of the catering. Whether we meet for a private event or a business occasion, most of us look forward to the meals and snacks and would get cranky if our host just did not provide us with anything. Good food makes people happy, and you want both your staff members and possible clients to be just that.
Make sure you will have something to eat for every guest. Some people have allergies, religious reasons or alternate lifestyles that dictate their diet. Try and find out if you have any Jewish or Muslim guests, for example, and provide everybody with the appropriate food.
A lot of planning hinges on the communication strategy. How are you planning on.. well, planning the event? Many software solutions offer us helpful tools, for example to find a date that suits most guests. You should also think of how you want to communicate to your attendees, that the event is happening. E-Mails are a good solution. In some cases, invitation cards can leave a stronger impression.
Any corporate event helps you to improve your business. You can train your employees, increase their loyalty, or show the outside world how professional and competent you are. To reach your goal, you need to follow these tips to plan the business event according to your needs. Your budget will decide, for the most part, which ways you can go. Make sure the venue is appropriate for the intended use and any guest will be comfortable to leave the best impression on both your staff and possible clients.