Foolproof Tips for Organizing a Successful Business Event

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Hosting a business event can be very beneficial in terms of mingling with customers and clients, providing networking opportunities, and even making a deal or two and producing some revenue. However, successful business events are not something that simply happens. They require a lot of planning, regardless of whether we are talking about seminars, conferences, company anniversaries or other types of events. This is not an easy job, especially because it includes all sorts of different tasks, ranging from finding the venue to taking care of the lighting. In the midst of all these items, it is quite possible to forget about an important detail or two. To prevent that, we present you with this guide for throwing a successful business event.

Determine the type of the event

There are different types of business events your business can host, and you need to decide for one before you start making plans. The most important division is that between internal and external events. While the first ones are meant for the employees, managers and partners, the latter are open for sponsorships and clients. Seminars and conferences are also external. As for the internal events, they usually include celebrating milestones and award ceremonies.

Do it yourself or hire a pro?

This is an important dilemma many first-time event planners are facing. Should you organize the event by yourself or should you hire a professional event planner? Well, it all depends. The first option is appealing because it is free and because it enables you to plan the event exactly how you want it to be. On the other hand, this is also very time-consuming and distracting, in the sense that you’ll need to pay attention to every little detail, and you may not be able to interact with the guests as much as you should. Professionals can be very costly, but they know what they’re doing.

Is there a third way?

Of course there is, and it involves forming a team for planning the event. This can mean hiring a few interns and putting one reliable employee in charge of them, or forming a team out of your employees. The second option shouldn’t be done if your employees are already overwhelmed with their usual workload.

Establishing a budget

There are many things to consider when you are establishing the event budget. They include basic items like venue rental, food and beverage, photography, equipment rental (mics, speakers, etc.), lodging and travel expenses; but also the additional items people often forget about such as personalized gifts for the guests, tasteful decorations and well-designed corporate awards, if the event includes presenting your employees or associates with them.

Sending out invitations

Deciding on the number of guests and sending out invitations is tightly correlated with establishing a budget. For that you need to clearly decide about your target demographic: will it be an internal event for your employees, will you host an event for professionals from the branch, will you invite the entire local community… Invitations can be set up in the form of social media event, or, if it is a small event, printed out and sent to the guests’ addresses.

Look at other important events happening at that time

You don’t want your target audience to be forced to choose between your party/conference and another one taking place at the same time. To avoid that, you should check out whether your competitors are planning a similar event at the same time, as well as other interesting happenings in your surroundings. For example, it is very difficult to host a business event during a major holiday.

Don’t be too showy

People often use these types of events to brag about their accomplishments. While this is legitimate, you shouldn’t make it all about yourself. You can, of course, praise your employees for a job well done, and thank your clients and partners. We have already mentioned giving out special awards for significant accomplishments, which could make the evening more pleasant and positive. These awards don’t have to be handed out only to your employees. You can also give them to your most reliable customers as a token of your appreciation of their trust.

As you can see, there are many elements to a great event, such as the food, lighting and the atmosphere.

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