When we planned our first corporate event, we were taken unawares by the different challenges we encountered. We got better with the second event the third and so on. We have hosted and organized several corporate as well as private events. Whether you’re an event manager or you’re in charge of the event at your organization, we are confident that these tips will guide you to set up and run the perfect event. Here are six tips to ensure your event is a success.

Give yourself Ample Time to plan

There are so many elements and factors that go into ensuring you have a successful event, so the first step is to allow yourself enough time to plan for your event. The last thing you want is to rush through an impromptu or pushed-up event. When you’re ill-prepared for your event, you end up hosting or organizing a half-baked or mediocre event. Things like booking venues have to be done months or weeks before your event. Before you can reserve a venue, you need to consider everything from anticipated guests to the type of corporate event and others. All of these require lots of planning, and the first tip is to plan your event months or at least several weeks before D-day.

Plan your budget

The second most common challenge faced by event organizers is low budgets. Usually, your manager or company should provide a budget. The things to consider are keynote and guest speakers, venue booking, equipment hire, transportation, entertainment, food and beverages, etc. One major tip here is to get quotes for everything. With quotes, you can select wisely and not overspend.

Set Goals

Every event, especially corporate should serve a purpose. You can only mark your event as highly successful when all the purposes have been achieved. Some common goals are information sharing, celebrations, vendor-focused events, brainstorming, education, the introduction of new leaders or partners, etc. Your goals will define your strategy. A well-defined goal gives way to a well-thought-out strategy. With both, you can easily get approvals from top management in charge of the budget. However, without a goal or strategy, there will be doubts and you may not be able to have all your line items approved.

Create a theme

One way to have a great event is to pick a theme. Apart from improving the general focus of the event, you could make it fun, creative, and even results-driven. Today’s events have to be enjoyed by all no matter how corporate they are. Most events today offer experiences that tend to be immersive. To make your theme work, you have to align every activity with the theme. Even information sharing and educational events can have themes. These themes help engage and inspire. Also, you want your theme subtle and not loud. Activities, set-up, marketing materials, and other elements of your event should reflect your theme without forcing it. If you try to force your theme, you could end up executing it poorly, which would lead to disappointment and confusion for participants.

Choose a venue

The moment you have planned other things like picking a date, you need to then focus on finding a suitable venue. Depending on your event type, you can consider golf courses, museums, banquet halls, and even hotels. However, if your office complex has a suitable venue, then you can use that as well. In picking a good venue, time and budget are important. You have to pick a venue that is easily accessible. Also, you should look out for the add-ons that come with typical event centers, including Wi-Fi, parking, catering, AV equipment, etc. If you can find most of these, then you will have an easier time setting up your event.

Sending out invitations

Before you send our invitations, you have to create a timeline for how things will play out. You have to also engage in immersive activities to keep your event interactive and fun. Also, ensure you schedule your event activities properly to avoid activities clashing or overlapping. The last tip before you send out invitations is to plan your meals and refreshments. Now you can send out invitations and a typical invitation should include the Date and Time, venue, information about meals, schedule of events, mandatory and elective activities, keynote speakers, information regarding entertainment, contact details for questions, etc. If your event expects a large number of attendees, it may be important to set up a website or landing page with all the information.

Conclusion

Whether you’re organizing a seminar, conference, or team-building program, it is an opportunity to grow the company. Corporate events improve company culture, increase team morale, and unite employees. However, it is no easy feat to organize a successful corporate event. This is why you have Genesis Vision Consult Management Limited at your beck and call. With us, you can sit back and hand your event over to us with the highest assurances of success. Do you have an event coming up? Then contact us here and we will offer you a free consultation.