In today’s world, hosting a good corporate event has become one of the most important aspects of any business or company. A corporate event can either be to market the brand, attract the customers, establish a reputation or simply celebrate a milestone with the employees. It can create an atmosphere for the employees to bond and interact with their co-workers and employers. The events can be of various types viz. conferences, seminars, workshops, product launch, board meetings, celebrating company milestones or anniversary, rewarding the staff for their hard work and dedication, business dinners, organizing a sports event etc. Although it can be of various types, making it special and memorable for the attendees, and yet achieving the goal is of prime importance.
There used to be a time when corporate events meant attending dull meetings and conferences where all the suit-clad men sat on their chairs for long hours. It was a daunting task to keep everyone’s attention focused towards the presentations. But, corporate events nowadays are nothing like that. They focus on things like team bonding, a friendly work environment and a need to connect with the employees on a personal level. These factors highly motivate the employees and boost a positive spirit. All of this indirectly facilitates the company by getting good results from happy and motivated workers.
Many times a company plans and executes these meetings and sessions in-house. But sometimes they also look outside for help using Corporate Event Planners. Although there are various event planners and event organizers in the city, we at Orca Studio always stand out because we believe that events are an interactive way to get your business the required attention in the market space. And we make it happen because showering your brand with the attention it deserves is what we aspire to do. We are involved with your company right from the conceptualization till the execution of the event in order to make your brand evident. We make sure that the main purpose of your event doesn’t get ignored between all the fun and frolic. Through a professional corporate event planner’s (read Orca) insight, connections and experience, your event can be something that is talked about for months or even years to come! Conducting a corporate event can be a difficult and a stressful affair, it can all be worth it if your hard work pays off.
These are some of the key elements that need to be taken care of while managing a successful event.
1. Be clear on the Objective
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Decide the goal you want to achieve. Be clear on why do you want to host a special event? To generate new sales? To launch a new product? Or maybe you’re hoping to attract new employees or volunteers. Keep the goals simple and clear for yourself and for anyone who will help you execute the event. Educate, inform, introduce, celebrate, or improve skills—these are all potential goals. Ensure the goal is strategically aligned with the company’s overall business goals, which will improve the chances that your executives are more eager to buy into your plans. Determining goals first also allows you and your team to clarify a plan of action.
After having set a proper goal of your event, you can go ahead with planning the theme, venue, food, decor, guest-list et cetera
2. Decide a Theme
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Having a fun and a quirky theme will make your event unforgettable. After having set a clear objective for your event, a theme can be easy to plan. If you are organizing a one-day event, make sure you have an interesting and engaging lineup of programs. It can be a series of presentations or simply a product launch, or maybe a sports day, generating interest about it among the audience is very important. Nothing is more off-putting than the attendees getting bored and losing focus. Don’t overload the guests by planning long sessions. Getting people out of their chair will allow them to be attentive when necessary. Things like a remarkable guest speaker, an encouraging host or an engaging interactive session, all pose as points that intrigue the attendees. Another fascinating way to attract an audience is by having some return gifts for them. Everyone likes getting free goodies. It doesn’t even have to be anything expensive as long as it goes with the theme you have incorporated. Any promotional stuff can make your brand reach the audience effectively.
3. Budgeting is important
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Planning and brainstorming for ideas about the venue, food, décor, entertainment et cetera, is tremendous fun and needs a lot of creative thought. Unfortunately, these ideas can stop dead in their tracks once the budget numbers roll in and the realization sets in that your event budget does not meet the theme and the vision of the event. It is essential to know your budget before deciding the potential locations and look for the costs of catering, décor, guest speakers and entertainment among other things. The thing most event planners fail to take into consideration is the allocation of budget for marketing purposes like printing of handouts, pamphlets, banners or on-site registration costs. But if you want your event to be grand, or don’t have a satisfactory budget, sponsors could be a way to go to help offset the costs of your event. In today’s world, sponsors are everywhere. You can consider asking the companies closely affiliated with your business or industry to sponsor the event and they may actually welcome the opportunity as they can promote their brand among your audience.
4. Plan early enough
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Procrastination can be a pleasant feeling but, in this case, it can be your worst enemy. You don’t want to burn the midnight oil when it comes to planning a great event. It is best to start planning your event way before the D-day. Plan a venue that suits your theme and fits your budget. Start early enough to plan for food, entertainment, decor and a good itinerary of programs for the whole day. Have a good team to help you in managing. Know the type of audience and the message or value that you want to communicate with the attendees and plan the day accordingly.
5. Always have a plan B
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Always, always have a plan B ready. Be prepared for the worst and remember that anything can go wrong because of a lot of unavoidable reasons. Especially for outdoor events, it is best to have another venue as a standby. Climate, last minute cancellation from the guest speakers, traffic, sudden health issues, and many other unusual circumstances can affect your event and it is a must to have a backup plan in place. Power cuts can be taken care of by having a generator on site. If your event is during the monsoon, you can opt for a conference hall or any other location that has a roof. Consider the specifics of your event and give a thought to the areas that are more susceptible to issues. By planning ahead and by keeping alternative plans at hand can go a long way in avoiding event management failure and will save you extra costs.
Along with this, branding your event is also quite important. Also, creating some kind of exclusivity to it makes people not only talk about it but also vie to attend it. With these simple tips, you will be all set to plan and execute a perfect event for your company. And if you need anything else, we at Orca Studio are right here to help you.