Even for experienced event organizers, it is complicated to host a successful corporate event. For companies, corporate events are an investment that they hope will pay off in increased revenue and brand recognition and better relationships with employees and clients. So, there is a lot of pressure on event organizers to plan a successful event that enhances their company’s image
Successful events often take account of the attendees’ tastes and preferences while meeting the company’s budget and vision. The event planner has to manage several suppliers, tasks, and deadlines. This requires high-level organization skills and attention to detail.
Do you have the task of organizing your company’s next event or party? Don’t stress out as you are in the right place. Keep reading for 6 important factors you should consider when planning a corporate event in Dallas/Fort Worth, TX.
1. The Purpose of the Event
The first thing you must know when planning a corporate event is the reason why it is being held. Organizations have many reasons for hosting events. It could be a team-building party, a product launch, or a client engagement event.
Have a meeting with the decision-makers that requested the event to set objectives and expectations for the event. There should be one main goal that will keep you focused as you organize the event. The main objective will guide every planning decision you make and help in resolving conflicts during the planning process.
2. Your Guest List
Another important consideration you must have is the target audience for your event. If you think of the most fun or successful parties you have attended, you will find that the program and activities matched your interests and personality. Knowing who your event audience is will make it easier for you to come up with an attractive event for them.
Some companies and event organizers make the mistake of inviting as many people as they can to have a full party. This could backfire, as there may be many no-shows that lose interest as soon as they see the invitation. Those that show up may be from different backgrounds and personalities so they may not form a rapport with each other.
The diversity in interests may also make it hard to create a program that appeals to all the invitees. So unless you are throwing a big celebratory event for all stakeholders, it’s better to invite a specific target audience according to the event’s purpose.
3. Your Budget
Arguably, the most important factor you must consider when planning a corporate event is your budget. The amount of cash you have could restrict or enhance the vision you have for the event. If you have a hand in setting the budget, make sure you do your research so you can have realistic figures to work with.
It’s always a good idea to add an extra 10% to your final figure. This is because one or two things are often forgotten or some prices end up being higher than planned. If you are working with a limited budget, you will need to know where to allocate most of your funds.
Corporate event entertainment and food are two of the most expensive things when planning a corporate event. They are also what your guests will remember, so don’t skimp on these areas. It may be better to spend less on decorations and party favors.
4. The Event Location or Venue
The venue or event location is another important factor to consider when organizing a corporate event. Choose a location that will be easily accessible both by public transport and private means. There should be adequate free parking for your guests.
Ensure that the available space can accommodate your full guest list and a bit extra. At the same time, it shouldn’t be too big, as this will make your event look under-attended. Don’t forget to check that the venue meets your company’s safety and security requirements.
5. Sound and Lighting
The sound and lighting at your venue can make or break your event. People underestimate the importance of good lighting and sound. That is until they end up at a dark party where they can barely see other guests. People also have to keep shouting at speakers to project their voice.
Some parties have lighting and sound installations that are a safety risk. You don’t want your event to be memorable for the wrong reasons. Someone tripping on a sound cable and falling on their face isn’t the exact impression you want to leave.
If you can afford it, hire a professional rigger to take care of your sounds and lights. Event venues also have maintenance technicians that can help you set the sound and lighting to your taste.
6. Event Marketing and Promotion
One of the key success factors for how to plan a corporate event is proper promotion and marketing of the event. To prevent your event from flopping you need full attendance. The company must also get the maximum exposure they can from the event before, during, and after.
Social media makes it easy and cheap to create some noise and excitement around your party. Think of the messaging and platforms that will engage your target audience and make them prioritize attending your event.
If you have a popular speaker or entertainer attending the event, promote them heavily and ask them to share the event on their social media too. Start sending out communications about your event around 6 weeks before it takes place.
Create a unique hashtag for the event that includes the company’s name. Each time the hashtag is used, your company will get some exposure. During the event, you can post pictures and encourage attendees to take photos too and share them on their social media pages.
What to Know When Planning a Corporate Event in Dallas and Fort Worth
Events are a great way for companies to build relationships with their clients and employees. So as an organizer, you ensure that your company benefits from its investment by hosting a successful event.
The main things you should consider are the purpose behind hosting the event, the budget, the venue, your guest list, and your promotion strategy. If you need help with planning a corporate event in the Dallas/Fort Worth area, contact us today.