Celebrations, parties, seminars, and events are always fun. But organizing one is a different story. As an organizer, you’ll have to deal with different aspects to wow your attendees. As you gear up for the next corporate event, you’ll need a guide to walk you through. Fortunately for you, we have a definitive guide on planning a corporate event.
But before we get to the nitty-gritty of event organizing, you’ll have to review everything about corporate events. In the Philippines, corporate events are easy to organize. But there are some terms to get familiar with. So, let’s get to it!
What is a Corporate Event?
Corporate events are gatherings sponsored by a company. These events are for the benefit of its partners, employees, clients, or potential clients. Corporate events are held to engage professionals. Usually to develop the social elements necessary for company synergy.
However, not all corporate events cater to the same goal. There are several types of events that aim to please a targeted professional demographic. Some events are beneficial for employees, while some are for clients.
Key Types of Corporate Events
a. Company Parties
Company parties include a company’s year-end party and Christmas party. These are held by the company to celebrate the year-round effort that employees put in. It’s one of the best ways a company can show appreciation to their employees. Top it off with great entertainment and absolutely no workshop talk, and you’ve got a party!
b. Networking
Networking events are mixers where partners, clients, and employees can be thrown into the mix of audiences. These gatherings are usually filled with business talks. The main goal is for everyone to find new connections and learn about different industries. With the right corporate entertainment, you can get the audience to relax and socialize.
c. Business Meetings
Business meetings are formal gatherings held for company discussions and debates. This is where top management level employees gather for internal discussions about crucial company changes, company updates, or company milestones.
d. Product Launch
A product launch party is a great way to create buzz around your new product. These events help move your brand forward and in front of potential customers. Especially when you involve the media, product launches can spark anticipation and conversions.
e. Seminars
Seminars, workshops, and conferences are held to gather industry experts, investors, potential partners, and potential clients all in one place. This type of events is held to share ideas, introduce products, and network. This gathering also creates a platform for industry leadership.
f. Trade Shows
Trade shows are events where different businesses can showcase their products. These events are focused on a specific industry. Attendees are usually a mix of business owners, headhunters, and potential clients. This type of event is one of the trickiest to plan. For a successful trade show, it’s critical to focus on finding sponsors and generating registrants.
Steps for a Successful Corporate Event
A successful event has several key elements. When organizing a corporate event, you need to focus on the details. Aside from the organizer, there are other people you need to consult. This is because the event’s success doesn’t rely on the organizer. Rather, it heavily relies on the attendees’ experience. When planning a successful corporate event, follow the steps below.
a. Step I: Identify the Corporate Expectations
A corporate event is funded by stakeholders. This is why it’s important you meet their expectations. Gather information about:
Who is this event for?
What are the important KPIs (Key Performance Indicators)?
Who are the partners involved?
Once you collect these details, you’ll have a general idea of what kind of corporate event to throw.
b. Step II: Event Concept
Next up is building the event concept. If the event is for partners, should it be a networking event? If it’s to market a product, will it be a product launch? Identify what kind of event it is and define the audience. This way, you’ll have an idea who to invite and how to entertain them.
c. Step III: Event’s Goals
It’s essential to know what goals your event should meet. This encourages you to focus on important details and leaving low priority tasks to someone else. As the event organizer, you should have a holistic view of how the corporate event should go. Otherwise, focusing on little tasks can take up your time and resources. Ask yourself:
What is the most important goal for this corporate event?
What is the best location for your target attendees?
When is the optimal date to hold the event?
What other events will happen simultaneously with yours?
Who are the people you can cascade little tasks to?
Which key event areas should YOU focus on?
d. Step IV: Metrics
After identifying the goals, the next thing you need to create are KPIs. KPIs can help you determine what will make this corporate event a success. Some of the metrics you can track include the following:
- Target Attendees
- Attendee Conversion Rate
- Profit or (ROI) Return on Investment
- Generated Leads
- Event Reach
- Media Metrics
e. Step V: Developing a Budget
Although corporate events are funded by stakeholders, the budget can still be limited. Especially for starting companies, budgets can be tight. However, as the corporate event organizer, it’s your duty to know which event areas should accommodate more costs. One way of doing this effectively is by knowing which event areas can adjust according to your budget. Is hiring a band too expensive? Hire an acoustic duo. Always look for ways you can adjust the costs without sacrificing the event’s success.
f. Step VI: Checklist and Timeline
Now, it’s not a plan if you don’t have a checklist and a timeline. To make sure you’re meeting your deadline, list down everything you need to prepare. It’s important to include the dates when each task should be completed. This way, you won’t have to scramble for the essentials days before the event. Following the timeline is key to a successful event. Here are a few things you can include in your event checklist and timeline:
- Identifying the Goals
- Creating the KPIs
- Developing the Budget
- Identifying the Event Date
- Booking a Location
- Booking the Caterer
- Preparing the Entertainment
- Creating Marketing Collaterals
- Booking the Media
- Marketing the Event
- Inviting VIPs
- Inviting Attendees
What’s Next?
Planning an event can be tedious. This is why it’s important to consider hiring a professional event organizer. A professional corporate event organizer has the necessary experience to organize the event successfully. They have connections and partnerships that can be activated for your corporate event. More importantly, professional corporate event organizers can adjust their packages according to the budget you give them.
However, finding a professional event organizer that focuses on corporate events can be quite difficult.
AMI Philippines is a nationwide corporate events organizer that can provide all of your event needs. We have an unparalleled event experience with various focus. Whether it’s organizing a seminar in Metro Manila, a workshop, a Christmas party, or a business conference, AMI PH can organize it successfully.
Once you take all of the steps above into account, you’re ready to plan the event. As a last tip, don’t make any rash decisions when it comes to booking a location and caterer. Always compare services and price packages before you make a definite choice. Whenever it gets too difficult, consider the services of AMI PH. We are always happy to organize the corporate event for you!
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