Corporate Events are important tools for external or internal marketing, networking with suppliers and other partners, or collaboration between companies. Therefore, you need to follow some tips so that your performance is impeccable.
Continue reading the content below and find out the 6 tips that will help ensure successful event logistics!
Corporate Events are important tools for external or internal marketing, networking with suppliers and other partners, or collaboration between companies. Therefore, it is necessary to follow some tips so that your performance is impeccable.
Continue reading the content below and find out the 6 tips that will help ensure successful corporate event logistics.
1. Advance planning and supervision
Preparation of prior planning covering the objective, target audience, ideal date, appropriate location, participants, budget and a complete action schedule with responsibilities and deadlines. Therefore, the person responsible for Schedule Supervision must be defined.
2. Creation of content and experiences
Creating the agenda is the most strategic part of a successful corporate event. It must generate interest, engagement, convey the brand’s message, inform, and cause a high impact. In this way, the general experience remains post-event as residue, generating the results idealized when the event was conceived.
3. Carrying out the site visit
It is important to carry out an inspection visit at the event locations to approve all proposed services.
Physical events
Start by flying with the same airline and flight that will carry the majority of your guests, then stay in the same hotel and room category. Visit spaces for external events, restaurants, see examples of team building activities, take tours, use transport, see accessibility, etc. “Rehearse” everything as it will be on the day of your event and, if necessary, change anything you need to improve the experience, always paying attention to any costs that differ from what was budgeted.
Virtual events
Visit the studio and rehearse the entire event at least twice. The most common situations involve an online platform crash or failures in video and audio transmission, issues that can be easily detected with some simple tests carried out in advance. Therefore, it is important to test all the resources that will be used as early as possible: this will give time to make adjustments.
4. Internal and external communication
It is essential to align internal communication with executives, speakers, masters of ceremonies and all those who will speak or write to the public, so everyone will know their roles at different moments in the agenda, avoiding repetition of themes, videos and Above all, they will be synchronized to convey the ideal message in a cohesive and structured way.
External communication for participants is equally relevant and needs to cover both logistics and strategic issues, generating motivation and prior engagement for everyone.
5. Contingency plan mapped out for all topics
Due to the number of factors involved in successful Corporate Events, unforeseen events are very common. There is always the possibility, for example, that a speaker at an important conference or an artist who will perform the closing show gets stuck in traffic and arrives late or their flight is canceled and they don’t even arrive!
However, part of the strategic planning of an event includes mapping all possible unforeseen events and developing a preventive action plan before they even occur. After all, the event only happens once, so it’s vital to be prepared.
With this mapping of potential unforeseen events at each point of the event, it is easier to draw up a backup plan B for each one and ensure that everything will work out on the day.
6. Count on the support of those who have experience in the area
Finally, it is important to keep in mind that organizing a Corporate Event is not an easy task. Therefore, the support of someone who has experience in the area and knows how to deal with the particularities of this task model helps a lot in choosing the right specialized agency and is one of the pillars of the event’s success.
Incentivare has more than 20 years of experience in the Corporate Events market in Brazil, having organized more than 11 thousand events in 50 different countries. In the last 4 years alone, it has impacted more than 113 thousand people with the delivery of excellence in its projects, transforming destinations!
All this expertise translates into several awards and, most importantly, customer satisfaction. In a recent survey, an average of 96.3% of companies that entrusted their projects to Incentivare approved its work.
If we help these companies hold successful Corporate Events, then we can help yours too. Get in touch with our team right now!