When it comes to planning corporate events, the possibilities you have are endless and can really put your creativity to the test. There are really no right or wrong ways to do this, but there are a few guidelines to follow in order for you to achieve your business objectives and maximize the event experience.
Corporate events have become increasingly popular in the past years, so you need to make your event as attractive as possible in order to trump the fierce competition. Having said this, if you are looking to organize an event in London, you need to double your efforts. This is why we have prepared a list of things to consider when planning a corporate event in London for optimum results:
1. Start Planning as Early as 8-12 Months Prior to the Event
Corporate events are typically thought for large audiences and are created with a clear purpose in mind, regardless if it’s raising awareness on a certain issue, launching a product or organizing a trade show. This is precisely why you need to lay the foundation of the entire event starting 8-12 months prior to the event. You will need to define its clear purpose, think about how many people will be attending and if you want this event to turn a profit. If so, you will need to establish the entrance fees and also identify what your target audience is. Once you do this, you’ll also need to figure out a theme that matches this audience in a way that it captivates and engages it fully.
2. Carefully Choose Your Venue
If you are looking for a conference hotel for events in London, you will need to do careful research. Not all venues are the same and some have conference facilities that others may lack. To this end, you will need to make a list with the features you may need, such as the right size of meeting rooms, enough capacity in guest rooms, high speed internet access or the right AV technology. After you’ve carefully designed your event plan, you’ll also know what technology can help you carry out your plans and enhance the participants’ experience.
3. Choose the Right Speakers
An event speaker can either make or break the event. A good speaker can engage the audience, can keep them on their toes and interested in what you have to offer. Ultimately, a good speaker really holds the key to profitability. This is why you need to do your research on available speakers, should you need an external speaker. Make sure you’ll have a proposition before you contact them at all or any other entertainment suggestions that may help create a better experience. A professional speaker will work with you closely in order to integrate your ideas and will help you reach your business objectives.
4. Create a Realistic Budget
Budgeting may be the most difficult part of any corporate event, since it’s not always easy to foresee what costs may appear. Create a similar financial baseline if you’ve had previous events or contact the peers in your industry to get a general idea of the budget your event will require. Think of everything from the price of the business hotel in London, to the fee of the speakers, to costs for merchandise and marketing. Don’t forget to also include a section for unforeseen expenses in your budget, since such costs may arise anytime. It’s best to be prepared and avoid any unpleasant scenarios, than dealing with them as they come across your way.
5. Think About Sponsors
No event is complete without sponsors that are happy to receive extra advertising and support an event that represents them. Such a partnership is usually a win-win collaboration. Create a list of all potential sponsors on the market and approach them with confidence. Sponsors will want more than just for their name to be visible in sponsoring your event at this hotel venue in London – they would likely want to be integrated in your presentation.
To this end, you will need to talk to the representatives and find a way together to reach both your objectives in a way that harmoniously blends topics and keeps the audience interested. If you manage to achieve this, your event will become more powerful and will double its chances to reach its goals. Having said this, no two events will ever be the same, so try to do your best and create one from scratch, without expectations. Take your time to think everything through and define what you would like this event to do for your company, as well as how you can achieve your goals. As long as you take the above-mentioned steps into consideration, things should run smoothly and will help make your corporate event a success.