How To Plan Your Next Corporate Event

Important questions you should ask before you start the event planning process

WHY

Let’s talk event objectives

When it comes to corporate event planning the logical place to start is by asking yourself WHY. Why are you or the company holding this event? Is your goal to acquire new sales leads or maintain current client relationships? Do you want to reward the sales team for a record-breaking year? Are you celebrating a company milestone or looking to improve internal relationships? Defining your event goals and objectives will shape much of what is to follow in the event planning process

WHO 

Define your events target audience

How well you know your audience can make or break your event. Job Role, Nationality, Age Range, and Gender are all important questions to ask in order to define and optimise each element of the event. These factors will influence many of the choices you make. The aim is to design an event that will not only meet your objectives but also attract and retain the interest of your guests.

WHAT 

Make your corporate event, one to remember

Are you rewarding employees with a fun experiential event?  Do you need to gather the team to learn new strategies and techniques to boost company productivity? Whatever the reason, you will need to have activities that will engage your audience and are aligned with the event goals. There is a large variety of options to consider. Peripheral entertainment, immersive décor, guest speakers or introducing team building activities are all crowd-pleasers.

Keeping your guests engaged with quality activities is imperative. This will have a direct impact on the outcome of the event and whether or not you meet your event objectives. Keep in mind your audience when choosing your activities, for example pairing a creative marketing group with a tabletop, strategy team build may not be the right choice.

WHEN 

Save the date 

When choosing the date for your upcoming corporate event make sure that you consider meetings and events at your workplace. Certain times of the year will be more popular than others. Christmas is obviously a very popular time for events, but festive events are so often left until the last minute. Planning ahead is essential when availability is at a premium.

Are you considering an open invite event? If so, it is imperative that once you have a proposed date, that you check not only your calendar but the industry calendar and events in the surrounding area. Significant events can affect your attendance as well as the logistics of an event.

WHERE 

Location, Location, Location 

Location, decor and ambience will set the tone for your corporate event and plays an important role in the overall experience. However, as well as ticking off the aesthetics, you need to consider other logistical elements before settling on your final venue. The venue needs to be easily accessible and convenient for delegates, event management and suppliers alike. Consideration needs to be made for local traffic. Does transportation need to be provided?  What parking options are available?

You need to factor in the number of people attending and whether the venue can comfortably accommodate guests in your desired layout. The activities you have planned for the event will also impact on the space required. A room which can hold 250 guests for an informal cocktail event may not be suitable for a team building activity for the same numbers.

BUDGET

Money Talks

Arguably the most important question to ask yourself is what budget do you have to with work with? This will ultimately define the What, When and Where of your event. When preparing the budget, you will need to incorporate estimates for all of the key elements such as venue, A/V equipment, catering and entertainment. Consideration should also be given for venue décor, seating, additional event staff and fees. Detailing these estimates will help create a realistic cost overview. Sit down with your accountant or financial team to determine what is reasonable for this event.

 

Starting this process can be quite daunting but considering these key elements is a great start to your event planning journey.

If you have any questions or would like to discuss your next corporate event, contact your dedicated KDM Event Planner today.

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