Organizing a corporate event requires a cohesive vision, careful planning, and attention to detail. Crafting a tight agenda, finding appropriate trainers, planning the format of the training and handling logistics are all important tasks that an event planner must manage. To do this successfully, they need to understand the expectations about the event day. Be prepared to answer the following four questions as you plan your next event.
1. What is the objective of the corporate event?
When working with an event planner, either external or internal, it is critical for them to understand the goals of the gathering. The following are examples of these goals.
- Sharing important company updates
- Getting information from participants
- Providing training for individuals or teams
- Fostering the company culture
- Making decisions
- Building connections between team members
- Having fun and engaging employees
Whatever the reasons for your event, the planner must understand them so that they can make decisions that support your business goals.
2. Who is attending the event?
In order to be most effective, corporate events should be catered to the audience. An event planner will create an experience for a meeting of executives that is different from an experience that they would create for industry-specific safety training. Here is some information that they will need.
- How many attendees to expect
- The types of roles that participants have
- The range of participants’ experience levels
- Whether or not non-employees will be attending
Having this information at their fingertips will allow a planner to decide what types of training sessions, presentations, food, entertainment, and other activities to organize.
3. What is the schedule for the event?
A corporate event planner needs much more than an agenda for the day of the gathering. They need to know things like the following information.
- When speakers are arriving
- When presenters will have time to set up and practice
- Where and when meals are happening
- Who is responsible for every task
- Any time constraints from the venue
The larger an event is, the more detail a planner needs so that they can prepare in advance as much as possible.
4. How does the event support business objectives?
There is a big difference between planning a company picnic and organizing an annual off-site meeting. While both might be considered corporate events and certainly require logistics and planning, only one is intended to impact performance in the workplace. In order to successfully choose the right type of training programs, your planner will need to know the following.
- What types of skills you want to teach
- The expected behavior change desired in the workplace
- How much time you have for training in the agenda
- How you plan to measure the training impact
With this knowledge in hand, they can organize immersive, fun, and engaging experiential learning events that will be both memorable and effective.
An event planning template can ensure that all the key players are on the same page about what needs to happen and when. Event planning is a team effort; when done well, participants will have a seamless, memorable experience that adds value to their work.