10 Commandments of Corporate Event Planning

A corporate event entails a great deal of planning and careful coordination. Corporate event attendees get bored very quickly, so as an event planner it must be on your priority one, to make your event a success. To suffice the expectations of a demanding audience, your corporate event should be engaging enough and there are few commandments which must be considered before planning a corporate event.

  1. Richness of Content

Content is the king, whatever your marketing campaign is. Since you’re planning a corporate event then you can’t afford to have a vague content so that the audience get lost. Your content must be specific and it should hit the audience’s senses bang on. If you’ve ever been to a new gadget launch event then you must be aware that how engaging their content is and you feel tied to the experience you get throughout the show. You can touch feel and try the product at the event and hence your experience affects your behavior as a consumer. Similarly if you’re planning a corporate event, you must consider the audience you’re going to cater and then decide in the appropriate content which makes your audience glued to the show from start to end. The gospel truth about successful event management, is – ‘richness of your content is directly proportional to popularity of your even’.

2. Locate the Location

Choice of a good location is purely dependent on your experience and how intelligently you take decisions. Selection of one perfect location and also keeping a backup venue in case of unprecedented situations is a sign of responsible and experienced event management. Things to keep in mind while booking the venue include analysing the number attendees and guests expected to turn up at the event, run a reputation check of the venue, popularity quotient of the place, emergency power back-up and food & beverages among other important things.

  1. Objectives

Directionless efforts don’t count and yields anything productive. Similarly, working without setting the objectives straight for your event, would be risking company’s reputation at stake, where you know for sure that many important delegates or top management level guests are going to attend your event. Objectives may be as small as finding right vendor for the lighting to as big as honouring the guests, your efforts need to be streamlined with your defined objectives. Other important goals may also include ensuring large footfall for the event, brand awareness through various experiential marketing tactics or just a launch of some new product or services and these must be clearly briefed to the planning team, to make sure that every task from planning till execution is achieved smoothly.

  1. Sponsorship

Sponsors are your financial guardians. For bagging the best corporate sponsorships, you must prepare an irresistible proposal after spotting few suitable sponsors for your show. Selection of appropriate sponsors for your event would depend upon your company’s domain, your objectives, your turnover, company size, target audience and also you interests must be coherent with the sponsor’s. Since every sponsor looks for a good return on his investment, so you need to make sure you offer them a lucrative deal.

  1. Budget

Be it your annual budget, your household budget or your event budget, it is always a thumb rule to plan your finances right before you start planning the event. Corporate events involve use of state-of-the-art technology, polite guests’ facilitation and resourceful vendor with good reputation, therefore budgeting becomes all the more important to your finances going haywire in the end. If you’ve allocated a certain amount of money to the lights and sounds then expenditure must not cross the decided amount. Stick to the budget strictly.

  1. Technology

Let the technology take over sometimes and watch wonders happen. As a corporate event planner, it is expected that technology must be incorporated in as many ways as possible to engage the audience and to make your event a treat to tech savvy people. Virtual tours, 360 degrees view of the whole setup, OLED screens to enhance visual appeal, 3D Projection Mapping, Augmented Reality mirrors and VR consoles, to display any environment virtually, are among the best technological trends to make your corporate event a hit.

  1. Ease of registration

Usually people get laid back when it comes to registering for an event or buying tickets as it involves a series of steps to complete the process and it can be irritating sometimes when someone is short of time. In corporate sector, people are more calculative about their time than money, therefore if you want them to register for your event then you must make the process less cumbersome, rather make it a one step or two step process at the most. Involvement of digital banks or payment gateway apps for buying their seats at your show would help them breathe a little and if they get some deals on registration through a partnered app, then nothing beats it.

  1. Audience

Success of an event depends majorly on the audience’s response. Audience holds the most crucial position in the event space as all the content and strategy is weaved around the audience type. But the first step is to target the right audience, as for a corporate event you need to be specific in choosing the target group. The target approach needs to be subtle enough to only touch the correct demographics and interest based audience through online targeting or offline pre hype campaigns. Now since you have narrowed down your target to a specific audience, half the battle is won. You only need to create right content for that that audience to keep them engaged.

  1. Networking

Being a social person never hurts, especially when you have to build a professional network. Networking and event management go hand-in-hand. You must know people everywhere and people must know you well enough to lend a supporting hand with respect to contacts or resources. A people’s person will pull through any planning fails. So nurturing the relationships with vendors or with resourceful people is a good practice in event planning. It may also save you from running pillar to post, looking for vendor or sponsors, every time you plan an event.

  1. Time management

From planning the event till its execution, every task must be time-bound. A good habit is to keep deadlines for every task and make sure that they are met. Since your audience would be mostly corporates or media personals who are known to be tight on timings, you can’t afford to leave a not-so-great impression on them. You can build your score by being punctual and executing all event activities sharp on their schedules, since most of the event management companies in India focus on gaining spotlight or cashing money, here is your chance to outgrow your competition.

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