The essentials for conference or corporate event planning

The number of corporate events is on the rise. With so many product launches and account-based marketing events to choose from, your corporate event needs to be flawless. One step in the wrong direction can hurt your bottom line and your brand. Whether organising a small meeting or orchestrating a large conference, event planning is a huge task! Every event, no matter how simple or complex, requires detailed planning and organisation.

Important expenses you need to include in your budget

Venue

This is the most important part of your event, securing the right venue will determine the success of your corporate event.

Food and Drink

This field is pretty self-explanatory. However, remember that the amount you can afford here might also dictate the number of tickets you’re able to sell.

Entertainment

This field can be customised however you need it to be, whether it’s allocated for speakers, a DJ etc.

Decoration

Will you be going with a specialised decoration services or will the venue provide this as part of the venue hire?

Staff

This category might often be forgotten, but it’s key to account for the transportation and lodging costs of your staff, especially if you’re headed out of town. Even budgeting staff time (what would they be spending time on if they weren’t working on this event?) can help you decide whether that extra meeting is worth it.

Marketing

Whether you decide to promote via social media platforms, website, or traditional advertising, you need to allocate a budget.

A/V and equipment hire

Many venues will provide some AV equipment on site - it is always worth checking with them what is available. From projectors to wi-fi to speakers, this category encompasses a wide variety of costs.

Establish your goals and objectives

• What is your corporate event’s purpose?
• How many people do you want to attend in person? Watch your livestream?
• If your event must turn a profit, how much do you want to make?
• How much will tickets cost?
• Where will your event take place?

Choose a format and theme

• Brainstorm formats (trade show, conference, dinner) that will fit your goals
• Outline who is attending your corporate event and select a theme that resonates with your audience

Choose the right corporate event venue and vendors

• What geographic area is best for your event?
• How many people will be attending your event?
• Do you need to provide Wifi?
• Does the venue have the infrastructure you need?
• Are there local vendors you can rely on?

Select a date

Choose an optimal date and a second best for backup when getting sign-off.

Research and book speakers

• Research speakers who have spoken at similar events to yours
• Compile a list of your ideal speakers
• Determine your value proposition to potential speakers before reaching out
• Contact your ideal speakers and invite them

Organise your sponsor search

• Determine what kind of activations you can offer
• Look at similar events to yours and see who sponsored them
• Compile a list of your ideal sponsors
• Segment attendees to understand their value to sponsors
• Determine the market rate of your sponsorship packages

Create a marketing and promotional plan

How are you going to attract audiences to attend your well-planned event? Every successful event has a marketing and promotion plan to spread the word and drum up excitement. But where do you start? There are many different ways to go about marketing your event – from social media and blogging to online advertising and even billboards – but whatever you do choose, each tactic should be a strategic element of your marketing plan.

Together, each of these elements comes together for your master plan. Work through each of these to create a strong, actionable plan for your event. When planning an event, you should begin your planning as early as possible. With many moving pieces, getting a head start means a smooth finish.