Corporate event management is all about making the most of each and every event by bringing together the people of your workspace in memorable ways on behalf of your corporation. Usually, the corporate event planners are assigned to take care of every little detail from start to finish in corporate event management to ensure that the event delivers the best possible return on investment for their organization.
As a result, corporate event management greatly demands that the event planners must be skilled at developing good quality relationships, conducting venue research, negotiating contracts, managing a budget, and event marketing, and typically pay around $65k per year.
Today, we will explore how the best corporate event management planners bring their events to life, unfolding some of the best corporate event management tips for successful events.
Let us now explore the best corporate event management tips
Corporate event management can be a challenge even for the best of us, even on days when everything is going well, because of the many stakeholders, the steadfast changes, and all the variables – right from catering to the event sponsorship. So here are a few strategies the best corporate event management planners use to make every event a triumph that delivers the best return on investment.
Reserve one specific venue for multiple years
Try to lock in your venue early on and pitch for a multi-year contract. Not only can it help you ease decisions, but it also makes it simple to bring back vendors that work out a week, but it could also save you some money by guaranteeing the venue so much business up-front.
Reach out to people on LinkedIn
When you find high ticket vendors, you can put together a consolidated group playbook that you and your team can execute together timely and again. Try to make connections with people who work in venues, create event swag, manage catering, help with Audio and Visuals, look for prominent and renowned music artists, have exceptional event furniture, etc. The most preferred way to meet these people is to meet them through your recommendations from the existing network of corporate event management. Check out people who have connections in common with LinkedIn, and if you need to, ask your initial contact whether they’d advise working with the new person.
Send the invites to your event at least two to three weeks before your event
When you give out three weeks notice to people, it would be enough to not be booked yet, and still pretty close enough that they will not forget about your event. The only exception may occur if a holiday comes up or you know there is a good surge in demand for your chosen date. Send your event invitation a few months before.
It’s essential to identify your date even earlier when it comes to more significant B2B events, such as a year in advance. Companies typically have long purchasing processes, and it can take up to a few months for their executives to get their travel and education budgets approved.
Make sure you receive an RSVP from all your guests
People are busier than ever these days, so making it easy to RSVP is critical. Mainly because you need an accurate guest count to inform your spending decisions. Include an efficient call to actions or CTA buttons in your emails, and if you have mailed the invites, do include a pre-addressed and a stamped envelope.
Conduct an impact analysis part of your sponsors
Worship your sponsors! In addition to getting their valuable feedback after the show, proactively provide your sponsors with a report on their impact on your performance. For example, help them track and capture leads at the front, show their brand awareness growth by the reporting of any social media coverage that they are getting, interviewing some show participants for getting quotations about sponsors and include those, and share survey answers of the event after it has ended that are most relevant to your sponsors in the analysis report you send to them
Learn how to negotiate with contractors
Incorporate event management; you will come across many things that you will have to negotiate, from starting from food and beverages, right to audio-visual services. But, again, having good knowledge or hands-on experience with corporate event management can equip you to execute the event in a hassle-free manner. Waiting a few days, offering more business at a lower rate, and securing quotations from the competitors are some tactics you can use for corporate event management.
Always have a backup plan for your crucial guests
Sometimes you will even find yourself executing a plan B. First, make a list of the five most significant features of your event. Then, develop a backup plan well ahead of time for how you may adapt on the spot if something goes wrong concerning one of those crucial aspects. While the exact situation might not arise, it should ease your stress and help you practice problem solving quickly, if any problem arises. Making a list of things that might go wrong at your event helps you stay well prepared for corporate event management