What are the nuances of organizing a perfect corporate event?
October 24, 2020

Managing a corporate event is not easy. There so many elements to consider, suppliers to coordinate, speakers to contact, and attendees to confirm. Nevertheless, corporate events can make a huge impact on a work environment and deepen an employee’s investment in the progress of a company. It can also be really fun!

Where to begin?

When managing an event, your first step should be to form an event planning team. Since there are many elements to take care of, team collaboration makes the planning process more efficient and less stressful. The next step is to list all the things that need to be taken care of, from obvious elements like confirming speakers and securing attendees, to more nuanced things like event transportation, lighting and more. It’s best to divide the different tasks at the beginning of the planning process and assign ownership to each team member.

As your planning progresses, you can add more contexts to each task, so this list can function as both a detailed and high-level view of your event plan. In one quick glance, you’ll be able to see the status of each task and determine if anyone is stuck and needs help.

Event Speakers and Content

When planning a corporate event, it is important to identify conference goals and gather content ideas from management and other stakeholders. Once the goals are clear, it’s time to invite some speakers. Speakers can either be outside experts or internal specialists– or a combination could also be really interesting. It is helpful to keep track of each speaker’s contact information, estimated speaking time, and clearly update the status of your communication. You can indicate updates with a visual status label and mark if the speaker has been contacted, agreed to participate, or you’re waiting for a response. It can be easy to get lost in all the information.

Event Logistics

Time to take care of the event logistics! Contact venues, food and beverage suppliers, and everything else you need to create the desired environment for your corporate event. Monitor your various costs according to the budget your company set aside for this event. Another important focus is on securing attendees for your event. This includes compiling a list of all the people you want to invite and handling the RSVP process. It also includes creating a plan for event marketing, to increase the event attendance rate as well as building motivation and excitement for all potential attendees. Plan a detailed marketing strategy.

The Big Day!

Have a list of all your contacts, know what’s supposed to happen at every moment, and it could be really helpful to create a timeline in advance. The management of your corporate event can succeed or fail depending on how well prepared you come, and how accessible your event details are. As an organized team, you won’t miss a beat and be able to handle changes more quickly.

So, how do you best manage a corporate event? Work as a team, be thorough and organized, and list everything out so nothing surprises you on the day of. Make sure to have a clear overview of what’s going on and what the status of your budget is. Follow these steps and you will be well on your way to executing the best corporate event your guests have ever been to!

This area of expertise comes from Hindusthan Events, one of the top corporate event management companies in Kolkata.