If you want your company to succeed and grow, it’s essential to get it out there, where people can see it. This is why enterprises often seek ways to better market their business or plan successful events. If you’re currently organizing an event, the planning aspect could mean the difference between success and failure. In this article, we’ll provide 8 tips to help you plan a business event that fully achieves its purpose.
Table of Contents
1. Identify Your Objectives
Before you do anything, it’s essential to fully understand your goals. Once you’ve identified them, all your future activities should be based around these. Perhaps you’re going to be training new staff or seeking ways to get your team to bond together. You might be discussing your business objectives for the coming new year, or supporting your marketing activities.
Decide whether you’re going to be hosting a workshop or trade show, or whether you need to invite a keynote speaker. Everyone who attends your event should understand the exact reason it’s occurring. Make sure they know how you’ve prepared for it and what you seek to gain from it. This is where the provision of agendas and additional literature can prove indispensable.
2. Choose The Venue
The most suitable venue will depend on your audience and the activities you’ll be conducting during the day. Make sure the location is easy to access using public transport or freeway connections. You should also think about parking and accessibility options for those who have problems with mobility. Additionally, decide whether you need a formal setting or something more relaxed for social activities.
It’s worth reading online reviews of the various venues you’re considering. You should also seek recommendations from similar businesses to yours. It’s wise to seek several quotes before choosing, in order to find the best deal. You’ll need to ensure there’s enough room for all of your guests, and also think about things like food and drink. If you’re looking for something unique, eggless cakes are more dense than usual, because they contain no egg, gelatin, or animal content. You could delight your guests with gourmet cakes, design cakes, mini items, or durian cakes.
3. Learn To Delegate
It can be challenging to plan a successful business event, so make sure you don’t bite off more than you can chew. You could seek the services of professional events organizers, or caterers to oversee the refreshments.
You may have members of staff who are specialized in certain areas that could be useful. Alternatively, there may be volunteers who are willing to attend for the day, in order to help out. By seeking extra assistance, you’ll be able to focus more clearly on the day and make sure everything goes well.
4. Create A Timeline
You need to break down your business event planning into a schedule containing smaller tasks. This way you can tick things off your checklist as each one is completed. The earlier you begin, the more time you’ll have to organize everything. You’ll have a clearer idea of the headcount, and will be able to make any changes if issues arise.
In terms of timescales, think about when the vendors and helpers need to arrive and leave. Ask yourself when the food and drinks should be ready. If you’ve arranged a keynote speech, when should this be delivered? Also, at what time should people leave?
5. Book A Photographer
As part of your marketing plan, you could use a photographer or videographer to record the event. This material would be ideal for your website, blogs, or social media posts. It could be used to commemorate the event, including any special moments.
Should you wish to promote your event in local newspapers, you’ll be able to provide quality photographs for them to use. Once again, look for online reviews, seek recommendations, and get several quotes before choosing a photographer.
6. Plan For Setbacks
No matter how well you plan in advance, there may always be unexpected challenges. It could be that your event was due to be held outside, but the weather is no longer permitting this. Alternatively, a vendor may cancel on the day, or a key person falls sick.
You need to sit down well in advance and create a contingency plan for all possible eventualities. Whether it’s low attendance or equipment failure, you should have a backup plan in place. Perhaps you have additional people and equipment that can remain on standby. This way, you’ll quickly be able to turn to Plan B, and will maintain your air of professionalism. Ultimately, you need to ensure that you can still achieve your goals – no matter what happens.
7. Stick To Your Budget
A key initial task should be to discover exactly how much money you have available to spend on this event. This information should steer your every step. Be sure to factor in the costs of the venue, catering, entertainment, and any miscellaneous fees.
If necessary, you may need to make some compromises in order to remain within budget. Make sure you create an emergency fund, in case you have unexpected expenses to meet.
8. Follow Up Afterward
Once your business event has finished it can be tempting to sit back and view your mission as accomplished. However, there may be warm leads for you to follow up on or new contacts/collaborations to pursue. If your day involves group sessions, make sure there are note-takers who can follow up on any questions or advice.
You should ask your attendees to complete questionnaires, either at the event or afterward (e.g. by email). People can then explain what went well or what didn’t, and make helpful suggestions for any future events. This can ensure that any further activities you conduct become even more productive and engaging.
You should also create a plan for clearing up afterward! By applying the 8 tips we’ve discussed today, you could have the best business event ever. It may achieve or even exceed your goals and objectives. In turn, the attendees will be inspired to take action in the way you’ve desired.