STEPS TO ORGANIZE A CORPORATE EVENT
Today we are going to talk about the steps to organize a
corporate event. In previous articles, we saw how corporate events help your company
and how to create a successful corporate event where we saw that it was
necessary to answer three questions before taking action. When you have already
answered those questions clearly (Objectives, target audience, and budget), it
is time to start planning each action.
There are numerous types of events, as we have already
discussed in previous articles. This time, we would like to tell you about
the organization of social events, their main characteristics, and
some examples of this type. And is that if you are thinking of holding a
social event in your company, the most important thing is ... that fun is
guaranteed!
1 - DEFINE THE ITINERARY
Will there be talks or conferences? Will there be dinner?
Who will participate? The itinerary is essential since
it is the body of your event, it is the experience that your
guests will live and remember. As you already know, creativity in
these marketing and advertising strategies is essential. You
can add surprising, shocking, fun elements, etc.
2 - CHOOSE WHERE AND WHEN
The time and place is another factor to consider that depends
on your target audience. Sometimes, you may not notice small
details that mark the success or failure of your event. For
example, if you have chosen a place away from the city, make sure that there
are good public transport connections since not everyone has their own
vehicle.
The date is also an important
determinant. Try not to match local or national holiday dates,
fairs, other important events, etc. If you want to get a large
percentage of attendance, you should make things easier for it.
3 - DELEGATE TO YOUR TEAM
To carry out an organization of this scope requires teamwork,
since it will have a little event if you decide to organize everything by
yourself. Select a team with which communication is very good, so delegating
tasks will be very easy and the organization more effective
and efficient.
4 - PROMOTION ON MANY CHANNELS
Did you know that marketers spend more time
spreading their content than creating it? In this case, the same thing
happens. Make a lot of noise, through social networks, ads in
newspapers or magazines specific to your industry, and even using flyers.
If your capacity is very limited, do not invite-only the
maximum number of people who could attend. Our recommendation is
that you invite between 10 or 20% more since it is the percentage that in
the end does not usually attend.
5 - STREAMLINE ACTIONS
If the objective of your event is to attract more
contacts, make sure that this work is carried out efficiently. Today
there are computer systems and software prepared to register thousands of
people in just a moment. Easy, fast and very comfortable, both for you and
your guests. Research what you can find in the market, since another important
factor that should not be missing in your event is the promotion during
it. For example, you can use a photo-call for the guests,
to later publish the photos on your social networks. You will get more
followers, more likes, and more shared content.
Like this example we have thousands to tell you, but we will
reduce them all to this: always think if it can be improved. Help
yourself with new technologies, discovering the great possibilities
for your event.
6 - CONNECT WITH YOUR AUDIENCE
Although it is a corporate event and new technologies will
help you during it, you must connect with your audience in a different way. Approach,
greet, strike up a conversation, introduce people to others, etc. You can
help yourself with the registration data you have obtained or the information you
already have about your guests.
Depending on the type of event in question, you have the the option of giving a small promotional gift, the moment you approach
is ideal to deliver it personally. A good option is customizable bags,
since you can design them as you like and add a slogan, your company logo,
contact information, etc.
7 - KNOW THE OPINION OF THE ATTENDEES
When your event concludes, it is time to know what
your guests think about the experience they have had at your event. You
can deliver a card to receive comments, or send an email of thanks and take
advantage of it so that they tell you what they liked the most and the
least. Knowing this will help you organize future events much better and
according to the taste of your target audience.
8 - ALWAYS HAVE A PLAN B
By always having a second option on hand,
you can avoid many unforeseen events. For example, if you have a very
important speaker, make sure you have an alternate in case the first one cannot
attend the event due to any unforeseeable situation. They will be situations
that you cannot control, and that can affect the success of your
event if you do not solve them quickly.
Characteristics of social events
As in all types of events, having a great capacity for
planning, organization and coordination will be of vital importance. But
also, the different types of social events require great
creativity and not overlook any detail. So what characteristics should a
social event have?
- Communicate: In
a social event organized by a company, the most important thing is to meet
the communication objective, both with the internal public and with
external attendees. This objective can be very varied: announce a
corporate novelty; show the technological innovation of the
workplace; etc.
- Strengthen
the brand image: project the image you want abroad. The social event is the best opportunity to transmit the values that define your company in a casual way.
- Strengthen
relationships and improve the work environment: It allows you to establish relationships in an environment that is out of the ordinary, to better know the people you work with every day. In addition, you can carry out entertainment activities during the event, which will bring many benefits to your team, as it will increase their motivation.
- Recognize
and reward the achievements of the company: it is essential to recognize the achievements of your employees, and a social event is a
great opportunity to do so in a discerning environment.
To-do
schedule
·
If some details of the event cannot be covered
due to time constraints and are left to the last minute, it is important to
create a list with all the details to have every detail covered, so you can
delegate certain functions to your collaborators or also as a method of
control. .
·
Remember that the event must meet a goal and
that all participants can enjoy a unique experience. Don't forget that you can
count on the help of professionals when organizing your corporate events.
·
If you have questions to carry out a corporate
event do not hesitate to contact us and we will gladly advise you.
Comments
Post a Comment