The A-Z Of Corporate Event Planning

Oct 26, 2023 Sapna Singhal

Imagine you've poured your energy into planning a grand corporate event—but things don’t go as planned. The food arrives late, technology fails at a crucial moment, or worse, the attendee turnout isn't what you expected.
These pitfalls are the nightmares of many corporate event planners. But here's the good news: they can be avoided. With an essential Corporate Event Planning Guide, you can prepare for your corporate events well in advance. This article will give you a complete corporate event planning checklist to help you anticipate, prepare for, and tackle these challenges, ensuring every event you organize is a huge success.

What Are the Most Common Types of Corporate Events? 
Understanding the various types of corporate events is key to precise planning and ensuring success. Here are the five common types of corporate events to tailor your planning approach and maximize impact: 

• Conferences and Seminars 
  Conferences and seminars hold a special place in the corporate event spectrum. They serve as platforms for knowledge dissemination, networking, and professional growth. Understanding these events is all about choosing the right venue, the perfect speakers, and even setting the tone for discussions. Getting it right means attendees leave feeling enriched, making your event a super hit.  
• Trade Shows and Exhibitions 
  Trade shows and exhibitions aren't just giant meet-ups; they're golden opportunities. 63% of marketers leverage trade shows to generate leads. In these events, attendees come with the intent to buy or network. Being at these events is also crucial for industry presence.  Designing an engaging booth, having interactive demos, and ensuring your team is approachable make these events buzz with energy and opportunity. 
• Product Launches 
  Ever wonder why brands like Tesla get so much attention when they unveil a new car? It's all about the buzz a product launch creates. Product launches are pivotal moments in the marketing mix. They're not just about showcasing what's new about your product but igniting curiosity in the eyes of your audience. Also, a stellar product launch can propel your product to stardom.  
• Team Building Events 
  Team building events are the secret sauce for many successful companies. These events are all about fostering a bond, boosting morale, and helping everyone work together in a corporate setting. Google, for instance, often hosts creative team-building sessions to stimulate innovation in the company. These moments away from the desk aren't just breaks; they're investments in stronger, more cohesive team building.  
   

Set Clear Goals for Your Corporate Events
Now that you know the common types of corporate events, setting clear goals gives direction to these events.  

Are you looking to attract potential clients, educate attendees, or maybe unveil a new product? Different goals require distinct planning strategies. For instance, if you're launching a new software tool, your primary goal might be 'Sign up 200 attendees for a free trial.' Having this target allows you to tailor presentations, demonstrations, and even the booth design to drive sign-ups. 
 Remember, it's not about setting sky-high goals but achievable ones. Start with a brainstorming session, pinpoint what success looks like for you, and build your event strategy around that vision.  
 

Comprehensive Event Planning Guide with Checklist for Perfection 
As said before, every memorable corporate event is backed by a meticulous plan. Here is our step-by-step checklist to uncover some effective corporate event planning strategies, turning your event's vision into a seamless reality:  
 

Before The Event 

1. Determining the budget 
To determine the budget for your corporate event, list out every possible expense—venue, catering, tech, marketing, and the unexpected extras (because they always come up). Now, figure out what's most important.  
For example, if you're showing off a new product, maybe having top-notch tech is more crucial than fancy food. Once done, assign a cost to each item, keeping some spare money for unexpected costs.  
By having a clear budget, you can make sure that every penny you spend brings value to your event.

2. Venue Selection and Booking
Venue selection can make or break your event. 58% of event organizers use search engines to find event venues. However, your venue selection should depend on how many people are coming for your event and what atmosphere you want for them.  
A big hall might feel too empty for a small workshop, while a cozy cafe might be too tight for a large launch. Location matters, too. A central spot can draw more folks than a place on the outskirts. 
Remember, the best venue feels like it was made exclusively for your event. 

3. Event Theme and Branding
Your event theme and branding can make your event stand out among your attendees. To select the theme for your corporate event, think about what you want people to feel. Is it a serious conference? Maybe go for a professional and sleek theme. And if it’s a team-building day? Consider something fun and vibrant. Once you've got that, let's talk about branding. Use your company colors and logo but give it a twist to fit the theme. For instance, if you're hosting a tech launch and your theme is 'futuristic', design banners with a modern, sci-fi touch using your brand colors. Your theme and branding should work hand in hand, making your event both memorable and unmistakably yours.

4. Invitations and RSVP Management
Let’s admit it: not everyone you invite to your event will show up, but those who do are genuinely interested. So, ensure your invitation truly reflects what your event is all about. Here are some tips for effective invitations and RSVP management: 

• Give crystal clear details. Clearly state the date, time, venue, and what the event's all about. The fewer questions attendees have after reading the invitation, the better it is. 
• Make the RSVP process as seamless as possible. Eventcombo can also help you with this. The platform doesn't just collect responses; it helps you keep track of your attendees in real-time. 
• Send a reminder a week ahead to the attendees and perhaps another couple of days before the event. 
• With RSVPs rolling in, you’ll know how many seats to arrange, how much food to order, and how many event materials you’ll need. Make sure each participant has a memorable experience at your corporate event.   

5. Logistics and Transportation
Logistics and transportation are mainly about ensuring stuff (and people) get to the right place at the right time. Start by listing everything you need at the venue- equipment, snacks, and any fancy decorations. Then, figure out how it'll get there. Renting a truck? Booking a shuttle for guests? Plan it out.  

And always have a backup—like an extra van or a different route in case of traffic. By sorting this out early, you make sure your event runs smoothly from the moment it starts. 

6. Food and Beverage Considerations
In any event, food often takes center stage. Before you set any menu for your event, understand your guests. Get to know the dietary preferences and needs of your audience based on their demographics. Remember, this isn't just about accommodation—it's about making everyone feel valued and included. Also, instead of overwhelming guests with countless dishes, focus on a select few that shine in terms of quality and flavor. Lastly, timing is everything. Coordinate properly with caterers to ensure that food is served exactly when it's meant to be.  

7. Tech Setup and Requirements
Most of the event mishappenings are tech-related. To make sure this is not the case with your corporate event, check and test everything beforehand. Do you need microphones? Projectors? Wi-Fi? If you're expecting a big crowd, ensure the Wi-Fi can handle the spike in traffic. 

And always have backups—extra cables, batteries, even an extra laptop. It is also useful to have a tech-savvy person on standby. If something goes wrong, they can quickly jump in. A smooth tech means a smooth event. Keep things charged, checked, and ready to roll! 
 
8. Agenda and Content Planning
A clear agenda and content plan sets the course of the event. However, 46% of event planners believe that content creation and agenda setting are the most time-consuming tasks of event planning. 
To make it easier for yourself, have a clear idea of what you want to achieve with your event. This is where your understanding of different types of corporate events comes into the picture. Is it an information-sharing session, a networking opportunity, or a product launch?  With this information in hand, start filling in the details. Organize sessions, talks, and activities that align with the objective of your event. And for every intensive session, consider adding a short break or a fun, light-hearted activity.

Now, when it comes to content, here are some creative ideas for corporate event planning: 

• Engage the Audience: The best presentations aren’t monologues; they're conversations. Think of interactive sessions, maybe Q&A segments or live polls. 
• Relevance is Key: Ensure the content aligns with the attendees' interests and the event's theme. 
• Practice Makes Perfect: Encourage speakers to rehearse. A smooth delivery can make even complex topics accessible.
  

With a thought-out agenda and top-notch content, your event won't just go with the flow—it'll guide the flow, making sure every moment counts. 

9. Staffing and Roles
A great event isn't just about planning; it's about having the right people make those plans come to life. A well-coordinated team is what truly makes an event from good to unforgettable. 
To assign event duties to your team, first of all, list everything that needs doing—whether it's welcoming guests or managing technical stuff. Then, assign roles based on what people are good at. And always ensure everyone's connected, maybe through a group chat or messaging app. When everyone knows their job and can easily communicate, your event's bound to run smoothly. 

During The Event 

1. Registration and Check-In Process
You know, they say first impressions last. And for corporate events, that often begins at the registration desk. A recent study found that 51% event planners gauge the ROI of their events based on registration count. So, it's crucial to have a dedicated team for just this job.  

Equip your team with a list or a digital tool to tick off names. If you're expecting a big crowd, consider using tech solutions like QR codes for faster check-ins. Clear signage helps, too—directing attendees where to go. And always, always have a separate spot for on-the-spot registrations or resolving issues. 

2. Ensuring the Timely Flow of the Agenda
Just like any event, in the corporate event also, timing is crucial. To make sure your event never runs out of time, have a clear plan. Know how long each part of your event should take. Then, add a little extra time, just in case things run a bit late.  
Secondly, keep someone in charge of the clock to gently remind speakers or activities when it's time to wrap up. Lastly, if things change, just let people know. A quick heads-up about any schedule changes helps everyone stay on the same page.  

3. Handling Unforeseen Challenges
There are always moments of surprise in every event, no matter how well-planned it is. Thus, always have a Plan B for everything. Think of all the possible challenges you can have during your event, whether it's speaker cancellation or any technical glitch, and have a backup plan for that.  
Also, stay calm when challenges pop up; a level-headed response not only finds solutions faster but also keeps the crowd at ease. And always keep the lines of communication open. Let attendees know if there's a change or delay. Keeping everyone informed helps maintain trust. 

4. Engaging Attendees throughout the Event
Engaging your attendees throughout the event is a great way to transform it from a passive experience into an interactive journey. Here are some ways to engage your attendees during the event: 

• Interactive Sessions: 68% of people believe interactive presentations are more memorable than standard lectures. So, spice up your presentations with Q&A rounds or live polls. 
• Networking Opportunities: Allocate dedicated 'meet and greet' zones or time slots for attendees to connect. Remember, people often attend events to build contacts. 
• Live Demonstrations: Whether it's a product unveiling or a software tutorial, live demos can be both informative and engaging. 
• Interactive Tech: Use VR or AR setups for immersive experiences or product showcases. 
• Photo Booths: They're fun and give attendees a memento to take home. 
    

After The Event 
1. Thanking Attendees and Participants
Send personalized thank-you notes or emails to attendees, acknowledging their time and contribution for attending the event. For special participants or keynote speakers, you can also consider a small token of appreciation or a handwritten note. 
In the business world, fostering connections and nurturing relationships are keys to growth, and a simple 'thank you' can be the bridge to future collaborations and engagements. 

2. Post-Event Surveys
Capturing feedback is essential after the event. 55% of event organizers rely on post-event surveys to measure participant’s satisfaction. Creating a concise survey is key here—long ones might be ignored. 
Prioritize questions about the event's main objectives, speaker quality, and overall experience. Here are some sample questions that can be included in a post-event survey for a corporate gathering: 

• How would you rate the event overall on a scale of 1-10? 
• What are the top three things you learned from the event? 
• Did you find ample opportunity to connect with other attendees? 
• Were there any technical difficulties or facility issues you encountered? 
• How would you rate the quality of the refreshments provided? 
• What could we do differently to improve the event next time? 

You can also use online tools like SurveyMonkey or Google Forms to create your surveys and collect data from attendees. Also, send out the survey promptly, ideally within 24 hours of the event, when memories are fresh.  
 
3. Analyzing Feedback for Improvement
After collecting feedback from your attendees, it’s time to analyze it. Firstly, categorize the feedback comments based on logistics, content, speakers, and other aspects. Then, look for patterns in the feedback. If several attendees mention a specific issue, that's an area to zero in on.  
Also, don't just focus on the negatives; understand what went well as well to keep those elements in future events. By truly understanding your attendees' perspectives, you're paving the way for even better events in the future. 

4. Post-Event Reporting and Documentation
After any corporate event, there's an essential task that often goes unnoticed: documenting everything that happened. To do so, collect all the data from the event: attendee numbers, feedback received, costs incurred, and objectives met. Then, organize this data into a readable format; perhaps you can use charts or graphs for this.  
This report isn’t just for record-keeping. It offers insights on what worked, what didn’t, and how to optimize for the next event. With this in hand, planning your next event becomes a whole lot easier. 

 
Marketing Your Corporate Event 
The success of a corporate event is as much about its visibility as its content. 52% of CEOs think that event marketing yields a greater ROI compared to other promotional methods. 

Here are some powerful marketing strategies that can amplify your event's reach and make it the talk of the town:  
1. Pre-Event Marketing 

• Social Media Campaigns
  A robust social media strategy is crucial for the success of your corporate event. To tap into this potential, start with identifying your target audience and picking platforms they frequent most.
  Create engaging posts that highlight the benefits of attending, using teasers, speaker profiles, or behind-the-scenes glimpses. You can also engage your audience with polls, Q&A sessions, or countdowns. And don't forget hashtags; creating a unique one for your event can unify your event conversations on social media.  

• Email Marketing
  76% of event marketers believe email marketing is the top method to boost attendee sign-ups. Email Marketing is one of the most effective tools to capture the attention of your audience. But to make sure your email doesn’t end up in the trash, you need to craft it properly. 
  Firstly, start with a compelling subject line that makes recipients want to click your email. After that, your email matter should convey clear details about the event's value, maybe a keynote speaker or an exclusive workshop.  And remember, timing is everything: send reminders as the event approaches but avoid overwhelming.   

2. During the Event

• Live Streaming and Live-Tweeting
  When hosting your corporate events, the power of real-time engagement is undeniable. Live streaming can increase the outreach of an event significantly. As your event unfolds, live-streaming key sessions or talks can also engage those unable to attend your event in person.
  Simultaneously, live-tweeting using your event-specific hashtag can create a buzz online. It allows attendees and online followers to engage, share insights, and even spark discussions around your event. 

• Engaging Content like Interviews and Highlights
  Engaging content, like interviews and highlights, acts as a crucial tool for enhancing your event visibility. You can simply grab a camera and capture impromptu interviews with speakers, attendees, or exhibitors, giving a personal touch to your event's narrative.
  You can also create short highlight reels of key moments, be it a standing ovation, a product unveils, or a crowd interaction. Sharing these snippets in real-time across social media platforms will boost your engagement as well as create a rich album of memories that showcase the essence of your event. 

 3. Post-Event Marketing

• Sharing Event Photos and Videos
  It's simple: people love to spot themselves in photos or relive great moments. So, put those event snaps and video clips on your website, share them on social media, or make a fun highlight video. It's a great way to thank everyone who came and to show others what they missed. Plus, it gets people excited for your next event!
• Recap Blogs or Newsletters
  Sharing a post-event wrap-up can help in elevating your brand's credibility and recall. A detailed recap blog or newsletter helps in reinforcing key messages, highlighting the best moments and even addressing feedback. Not only does it serve as a refresher for attendees, but it also keeps your event's spirit alive while laying the anticipation for the next one.
• Leveraging Attendee Testimonials
  Testimonials are like word-of-mouth marketing for your events. Just like post webinar surveys, you can reach out to your attendees for feedback, asking them to share their standout moments or learnings. Now. feature these testimonials on your website, in promotional materials, or across social media channels to strengthen your event's credibility and reputation.  
  
  

Question-Driven Corporate Event Planning Checklist: Make Sure Nothing is Overlooked 

Before the Event 

• Have we clearly defined the goals or results we aim to achieve? 
• Have we determined our target audience? 
• Have we estimated the attendees count? 
• Have we set our overall budget?  
• Have all potential expenses been identified? 
• Is the venue suitable for our expected number of guests? 
• Is there a clear agenda or program? 
• Are all speakers/presenters confirmed? 
• Have invitations been sent out? 
• Do we have an event promotion plan ready? 
• Is there a system to track attendees? 
• Have all permits and licenses been acquired? 
• Is there a contingency plan in place? 
• Have all vendors been confirmed? 
• Are all technological needs addressed?   

During the Event 

• Is there a smooth check-in process? 
• Are there enough staff/volunteers to assist attendees? 
• Are there clear signals for schedule transitions (e.g., moving from speakers to breaks)? 
• Are all presenters/speakers aware of their time limits? 
• Are there provisions for food, drink, and seating? 
• Is there a designated team to handle emergencies or unplanned issues? 
• Are there interactive segments or ways for attendees to engage? 

After the Event 

• Were all objectives met? 
• Did we stick to our budget? 
• Were there any significant challenges or issues? 
• Have thank-you notes been sent to speakers, sponsors, and attendees? 
• Has feedback been received? 
• Are there learnings to apply for future events? 
• Have all event documents and materials been archived? 
• Were key moments or segments documented or recorded for future reference? 
    

Ready To Host the Ultimate Corporate Event? 
Planning a top-notch corporate event might seem daunting, but with the right tools and tips, you can really plan well for your events. From setting crystal clear goals to smart marketing moves both before and after the event, you need to nail the basics to get it right.  

Also, to make sure you don’t miss out on anything, keep our comprehensive corporate event planning checklist to hand. It's not just a guide; it's your roadmap to ensuring every corporate event you host is not just memorable but also an ever-lasting success.  

Planning a corporate event soon? Connect with our experts - https://bit.ly/3R9bkuP