Every business that wants to be seen as an important player in its industry must know how to plan and produce a corporate event. Even if the event is small, like an employee training for 15 people, or a large event, for hundreds of guests from all over the country, a good company must be able to successfully organize a corporate event.
There are five main elements behind each successful event: research, coordination, design, planning, and evaluation. Every event can be broken down into these five separate elements. It will help you better manage the stages behind every event. It’s much easier to conceptualise it, to understand it and to bring it to life.
Why are corporate events important?
Corporate events are important because they help people relate in a personal way, understand each other and better communicate among themselves. They develop special connections, they better understand their role in the company and in the industry. New friendships and business connections are formed naturally, in a professional environment. What’s more, corporate Coconut Grove events are amazingly effective channels for achieving business goals. These reasons help us understand why corporate event planning in Miami is so important. It helps businesses grow, it makes us create better connections and much better business deals.
Here are the best tips on how to plan a corporate event that will really stand out and help your business:
The purpose of the event
Once you decide you want to plan a corporate event, you should determine what you want to accomplish. It’s very important to establish the goals and objectives of the event. Make sure you know exactly what you want, what are your expectations and how you want to achieve them. Try to create a shortlist of expectations, goals and main directions for your event. Determine what kind of event you want, how will the communication take place and how your guests should react to it.
The financial aspect of corporate event planning in Miami is hugely important. The amount of money you have will determine what type of event you can produce. Your budget will determine how much money you can spend on the venue, on speakers, food, and beverages – so it’s very important to have a rough budget as soon as possible. After you have a rough number, expect to spend at least 10 percent more. This is because things are always changing and not all expenses are fixed – suppliers may raise prices, products may be more expensive and you’ll also need a cushion for unexpected expenses.
Once you have a rough idea about the budget, you can start to allocate the resources as needed. For instance, you’ll know how much you can spend on the venue, on decorations, on speakers or on transportation for your guests. You’ll be able to prioritize certain aspects – for instance, you may want to invest more in technology and presentations (this means hiring a video production company to create professional presentations); on the other hand, you can invest more in food and beverages, if you want to create a more gourmet experience for your guests.
Establish a project timeline
Corporate event planning in Miami means that you will have to keep track of a broad range of tasks. It’s about macro-management and micro-management, and you will have to master every aspect. Fortunately, there are many software packages and tools to help you out. You can organize every detail, both large and small, create a complete schedule and layout for your Coconut Grove event and track every task. This step is very important and you should use every tool you can get – spreadsheets, organizers, apps or software packages. It will help you a lot when organizing each task – you can list every activity, the individuals responsible for them and the relevant deadlines.
Deciding the audience
You can’t have a successful corporate event if you don’t know your audience precisely. After all, the whole event will be directed at them, and they are your guests. Will your audience be made of employees, business partners, major clients, executives, managers, important community members or a combination of these groups? Do you want to invite journalists or media representatives? Do you want a sales-oriented event or a training event for your employees? Try to answer these questions as precisely as possible, so you will know how to plan the event and what to expect.
Next, you’ll have to determine how many guests you want at your corporate event. A small event with just a handful of guests is very different logistically when compared to a large event with hundreds of guests. Make sure you carefully plan the event and estimate how many people will arrive. You don’t want to have a lot of empty seats, or having too many show up.
Choose a theme and a format
As soon as your objectives and your audience are defined, you will have to choose a theme for your corporate event. Think about the event – do you want to have a more fun event, a learning experience or a professional conference? Do you want to have a sales-oriented event or a workshop? Think about hiring a good public speaker, a band or a comedian. Use your imagination – try to bring something new, make it thrilling, be exclusive and unexpected. Your audience will appreciate it and your event will be something to remember. Also, create an educational event, an interactive event, informative, but also a fun event. Create an experience, put your audience in unique situations, make them feel special.
Select the location and service providers
Choosing a venue is very important for any corporate event. You may feel tempted to choose the best, most famous venue in the city, but make sure it fits your needs. The best idea is to create the event first and then find the right venue. Many planners make the mistake of choosing the venue and then creating the Coconut Grove event. Make sure you choose a venue located in a convenient area, with a good atmosphere. Also, think about the food and beverage providers – test their services before signing the contract.