Event Planning

COVID-19 shutdowns and constraints have had a significant bearing on the events industry and each and every event company has been impacted in one way or another.

Today’s conferences, events and corporate meetings may still look different than pre-2020 events yet this adaptive sector, on the other hand, has been able to shift, delivering virtual or hybrid formats as eventgoers’ demands alter.

Fortunately, hybrid formats give event organisers like you a lot of leeway in terms of how you prepare and execute your event. 

Furthermore, streaming options allow you to potentially broaden the reach of your conference. As a result, as the demand for hybrid and virtual events rises, now is an excellent opportunity to get creative and improve participation. 

Use this event planning checklist to stay organised and maximise the success of your event.

Starting time: 12 months prior to your event

You will create ideas and establish the groundwork for success during this stage of the event planning process. 

In-person events necessitate advance planning in order to secure your venue and vendors before they become unavailable. If you intend to offer a hybrid option, preparation for the hybrid portion of your corporate event may not take as long, so prioritise the in-person components of your event first. 

However, keep in mind that additional considerations must be taken for a hybrid event, such as setting up equipment for streaming and selling tickets, so don’t put off planning that aspect of your event until the last minute. Your checklist for organising corporate events should consider both aspects of your hybrid event.

Determine your goals and objectives.

  • What is the goal of your conference or corporate event?
  • How many individuals do you intend to invite? Are you watching your livestream?
  • How much do you want to make if your event must make a profit?
  • What are the ticket prices?
  • Where will your event be held?
  • Will your company event be held in person or online?
  • What are the advantages and disadvantages of each sort of event?

Create a basic budget.

  • Use similar figures from previous incidents as a benchmark.
  • Make educated estimates to fill in the blanks.

Select a format and theme

  • Create a list of formats that will help you achieve your objectives. This is where your event goals come into play. There are several types of corporate events, and you must choose the ideal framework to meet the goal of your event. Would a tradeshow be too large for the number of attendees? Could you present your ideas at a smaller conference or dinner?
  • Determine who will be attending your conference or corporate event and choose a subject that will appeal to them. Your theme will create the tone and guide all of your planning decisions. The right topic draws attendees and strengthens your company’s brand.

Select a location, venue, and vendors

  • Where should your event take place?
  • How many people are expected to attend your event?
  • Is it necessary to provide Wi-Fi?
  • Does the venue have the necessary infrastructure?
  • Are there any local sellers on whom you can rely?
  • Can you set up the location so that people can keep a safe social distance?
  • Is the venue capable of accommodating safety precautions such as one-way foot traffic and spacious rooms to reduce overcrowding?

Choose a date

  • When getting sign-off, choose an optimal date, a backup date, and possibly a third date — just in case.

Choose your Speakers 

  • Look for speakers who have already talked at workplace events comparable to yours.
  • Create a list of potential speakers.
  • Before contacting possible speakers, determine your value offering.
  • Contact and invite your ideal speakers.
  • Consider any other entertainment options.

Begin promoting your event.

  • Create a messaging document that is consistent with your event’s brand.
  • Use email and social media to generate early interest.
  • Use paid advertising and event distribution to reach new event attendees.
  • Make your event available on online event calendars.
  • Create event-related blog articles.
  • Make a promotional video.

Finalise Everything

  • Work with the caterer to finalise the menu.
  • Protect A/V equipment and Wi-Fi.
  • Discuss security requirements and plans with your team.
  • Ensure that you have the necessary permits, licences, and insurance.
  • Plan event signage and attendee communication.
  • Examine your safety standards to ensure that the location can tolerate social distance.
  • Secure signage emphasising these safety practises to alleviate attendance’ concerns.

Send out reminders

  • Use email and social media to engage attendees; discover inventive methods to tease what they can expect.
  • Contact speakers, panellists, and sponsors to ensure their needs are met.
  • Confirm vendor commitments by contacting them.

Push promotions to meet attendance targets

  • Retargeting, a strategy that provides relevant adverts to previous visitors, might rekindle interest.
  • Encourage last-minute buyers to sign up for email and social media alerts.

Conference planning checklists can help you keep organised from the beginning of the preparation process to the end of the event. 

Smart preparation can help you navigate the increasingly competitive conference and corporate event scene.