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An Expert's Guide to Successful Corporate Event Planning

Planning corporate events can be a daunting task, even for experienced event managers. From selecting the perfect venue to organizing catering and entertainment, there are numerous details to consider. But fear not! We have created...

Planning corporate events can be a daunting task, even for experienced event managers. From selecting the perfect venue to organizing catering and entertainment, there are numerous details to consider. But fear not! We have created a comprehensive corporate event checklist to help you navigate through the planning process and ensure no stone is left unturned. Download your free checklist here.

Set Event Goals and Desired Outcomes

Before diving into the planning process, it's essential to define your event's goals and desired outcomes. Consider what you want participants to take away from the event and how you will measure its success. Having clear objectives will guide your decision-making throughout the planning process.

Determine the Event Type

Is your event a team-building get-together, a formal corporate gathering, or a strategy planning session for executives? Define the type of event you're organizing to align all subsequent steps.

Define Your Target Audience

Knowing your target audience is crucial for making informed decisions during the planning process. Consider their preferences, interests, and needs to create an event that will resonate with them.

Set a Date

Choose a date that allows attendees ample time to include the event in their schedules. Avoid scheduling conflicts and ensure your event stands out in their calendars.

Create a Budget

Setting a realistic budget is essential as it will help determine the scale, scope, and options available for your event. Consider booking well in advance to secure attractive rates for venues and services.

Source a Venue

Once you have a date in mind, you can start looking for a suitable venue. Consider the size and type of event to determine the right space for your needs. Remember to stay within your budget.

!An Event Manager's Guide to Corporate Event Planning

Consider Accommodation Options

If overnight accommodation is necessary for your attendees, ensure that the venue is conveniently located near suitable options. TravelPerk's event management solution can assist you in finding high-quality accommodation that fits your budget.

Check Travel Options

If your event requires travel, whether it be by car, bus, train, or air, ensure that transportation arrangements are in place. TravelPerk's event management solution is designed to simplify booking and managing travel for corporate events of all sizes.

Book and Pay for Venue, Accommodation, and Travel

Once you have finalized all the necessary details, it's time to secure the venue, accommodation, and travel arrangements. Using TravelPerk's event management solution, you can manage all these aspects from one platform, ensuring a seamless and efficient planning process.

Organize Catering

Most events require catering services, even if it's just for one meal. Explore the options available at your chosen venue or consider partnering with a local catering business. TravelPerk customers can benefit from a comprehensive MICE service, including assistance with venue sourcing and booking management.

Create Invitations

When sending out invitations, provide all the essential details: who, what, when, where, and why. This will ensure that attendees have all the necessary information to make their plans.

Share Invitations with Attendees

Using TravelPerk's event management solution, you can easily invite attendees to your event and track their responses. Keep your guests informed and engaged by sharing additional details and updates leading up to the event.

Connect with Sponsors

Collaborating with sponsors can enhance your event and provide additional resources. Reach out to your network to explore potential collaboration opportunities.

Source and Book Entertainment

Regardless of the type of event, entertainment is a key element. Research and book entertainment options that align with your event's theme and audience. Allow yourself enough time to make necessary travel arrangements if the entertainment comes from another location.

Market the Event

Generate buzz and excitement by promoting your event through various channels. Share additional details and teasers to engage your target audience and create anticipation.

Send Reminders

Keep attendees informed and engaged by sending timely reminders about the event, travel arrangements, and the planned itinerary. Ensure that everyone has the necessary information to have a smooth and enjoyable experience.

Build and Brief a Team

If your event requires additional support, assemble a reliable team to help ensure its success. They don't have to be professional event planners—just dependable individuals you can rely on to assist you.

Conduct Final Checks

On the day of the event, conduct final checks to ensure that everything is in order. Test equipment, audiovisual systems, and troubleshoot any issues beforehand. This will minimize the risk of technical difficulties during the event.

Gather Post-event Data

Congratulations on hosting a successful event! Take the opportunity to gather feedback from attendees through surveys, follow-up calls, or social media interactions. Use this valuable feedback to improve future events.

An Event Manager's Guide to Corporate Event Planning

Corporate Event Planning with TravelPerk

To streamline your corporate event planning process, consider utilizing TravelPerk's event management solution. It offers a range of features to simplify every step and ensure a seamless event experience for attendees:

  • Manage invites and track responses
  • Share trip details and logistics with attendees
  • Provide real-time updates and information
  • Visualize and track attendees' travel plans

With TravelPerk, you can say goodbye to the hassle of coordinating multiple platforms and enjoy peace of mind knowing that your corporate event is under control.

Get in touch with the TravelPerk team today to discover how you can elevate your corporate event planning process and more.