Meet-ups and get-togethers are great means to celebrate and rejoice with our loved ones. No event is small for throwing a party and enjoying with friends and family. Speaking of which, business events play a vital role in strengthening internal and external ties. Professional networking is at the heart of running a successful business venture. Business events such as conferences, product launches, annual dinners, corporate presentations, etc., are great ways to establish a positive image in the industry.
However, arranging a successful business event requires hard work, dedication, and planning. Whether big or small, corporate event management entails several steps that should not be ignored.
Above all, be crystal clear of what you want to achieve from a particular event. Be certain about the purpose that you intend to fulfill. Do you want to attract the business community, spread the word about your latest offering, or celebrate a new sales record? The end goal of an event will drive all the management efforts in the right direction.
Set a Budget
Usually, companies have a set budget for business events. So check with your finance or marketing department about the amount that can be spent. Keep your finance team on board for transparent communication and deal with unexpected money-related concerns.
Choose a Great Venue
A great business event is not possible without a great venue. Therefore, choose an appropriate location that goes well with the theme of your event. Depending on participants, different events require different spaces, event time, duration, and overall scope. For example, a ballroom is unsuitable for a meeting comprising a small group of attendees. Similarly, a conference will require a larger space to accommodate all the participants. It isn’t easy to find multiple sites, but an event space in Hong Kong offers amazing venues to cater for your next business event. The perfect venue sets up the entire ambiance and atmosphere for the day.
Event Management Team
Event management requires all the departments’ input and effort in a company. Therefore, involve your colleagues and form a team of dedicated individuals to help you pull an unforgettable event. The team members will be working on various aspects of the event, ensuring that the work gets done cooperatively.
Know Your Audience
Who is this event for? Is it an all-employee luncheon or a networking event? Know your audiences before you go into the planning stage. It is essential to customize your event according to the participants and their preferences. Also, estimate the number of attendees expected in the event. It is a great idea to enable the event management team to make appropriate arrangements.
Want to avoid the last-minute event management crisis of not having enough seats or a failed sound system? Invest your time in crafting a fool-proof plan of your event well in advance. A well-drafted event planning document may include details of the audience, venue capacity, event theme and décor, menu and catering, sound system, details of giveaways, etc. Moreover, delegate duties among team members for smooth management.
Follow a timeline and keep periodic track of your project plan for the timely delivery of your event. Assign a deadline against all the major and minor steps defined in the event plan. It triggers a sense of responsibility and accountability in the event management team, and everyone works at a deadline without missing a beat. A timeline also helps track your plan’s progress and prepares you to deal with unforeseen changes.
Onboard vendors well in advance to prepare all your corporate giveaways, plaques, awards, and marketing materials such as brochures, posters, standees, danglers, etc. Timely delivery of all the required giveaways and communication material is important; therefore, do not leave this step for the end. Better yet, dedicate this task to a team member and keep a delivery deadline of 8-10 days before the big event.
Include a section of event communication in your plan. It is imperative to inform your target audience about the event ahead of time to manage their schedule accordingly. Communicate your internal and external audiences through email announcements and social media pages. Include the event program and plan in the communication, so your audience knows what to expect from the big day.
Market your event internally and externally to grab audience attention, trigger anticipation, and promote a positive brand image. Install standees and banners within your workplace to create excitement among your employees for the event.
Make sure to supervise all pre-event arrangements yourself or dedicate a team member. Visit event venue and oversee seating, décor, sound system placement, menu testing, stage creation, etc. Envision the event before your eyes so you have a clear image of what the final event will look like. Do not leave this step for the last minute, as it will create chaos if things are not planned.
Celebrate Your Event
On your big day, celebrate and enjoy the fruit of your efforts. Share live updates of your event on social media platforms to attract a real-time online audience and feedback. Meanwhile, keep track of your event schedule and ensure time management for the day. There is a possibility that there may be certain shortcomings and flaws. It is your opportunity to learn and improve for future events.
There is still work to do even after pulling off a successful event. Make sure to thank your participants for their presence and seek their feedback for future improvement. Appreciate your team’s efforts and thank them for their time and energies. Call a post-event team meeting to discuss any shortcomings in the event and share overall feedback.
Business events are a great way to network, celebrate, and establish a positive brand image. However, managing an event is hard work and requires detailed planning. Start with setting a goal, a budget to cover event costs, and your target audience.
Next, form an internal event management team to overlook the arrangements. Choose a venue that meets your requirement. Prepare a detailed planning document and align all team members. Your plan should have a dedicated timeline for ease of progress tracking. Prepare a communication and marketing plan for your event and onboard vendors for giveaways and marketing material.
Visit your event site in advance to monitor arrangements. Make the most of your event day and manage the timely delivery of the plan. Do not forget to thank your participants and team members. Share overall feedback for future reference.