Organize a corporate event

 

Planning as a crucial and perpetual lever for organizing a corporate event. Before going into the first steps to organize a corporate event, it is essential to discuss the advantages of a professional meeting knowing that there are several types of professional meetings (conferences, seminars, team building, workshops).

·         Professional meeting

A professional meeting is one of the best methods to promote your business which will give you access to

  • Training and gain in skills management
  • Interpersonal skills training
  • Better visibility for your brand image
  • A feeling about the company's values

Whatever your reasons for hosting a corporate event, the same steps should be taken to create an event that can impress all of your guests and attendees.

Organizing a corporate event means first of all anticipating the smallest details, from the choice of place or room, to the selection of service providers to the animation of the day itself. We must therefore have a real preliminary reflection if we want to make this seminar a real success for all.

 

·         First step: 5-6 months before the event - specifications - Organization

 

 

1. Develop your specifications

When planning the schedule, you should consider that you should have at least 5-6 months for preparation. This is as important to you as it is to the organizers and presenters.

2. Put the event in context

- What is the objective of the event: train, inform, stimulate, promote...

- Who is the target audience in terms of target and age?

 

3. Set a date for the event

Make sure you choose a day that is at least 5 months from the start of your preparation and that there is no other seminar on that day on the same topic and in the same area where you plan to organize.

 4. Reservation of an appropriate place for the event

The choice of the venue is one of the most favorable steps for the success of the event which depends on several factors. To decide which establishment will host your seminar, you must take into account the following elements:

 

* Reservation of hotel rooms

- Geolocation (nationally or internationally)

- Country / region / city desired

- Desired theme (green, sea, companion, luxury ...)

- Number of participants

- Number of days

- Material required

For events over several days, do not forget to prepare accommodation; if the event will take place in a Seminar hotel, it is preferable to stay on site and reserve rooms in the same establishment. For events in atypical places (castles, estates, barges, etc.), it is recommended to favor addresses close to the place of the professional meeting.

 

*Restoration

Buffet, lunch break, lunch, dinner ... If you have decided to entrust the catering to the welcoming place, do not forget to get information from the chosen place about its catering and to promote an offer appropriate to the tastes of your participants. Otherwise, you can hire a caterer.

 

* Event providers

Little animation, a big party at the end? Need to animate your event? Photographer, host, caterers? It is important to answer these questions to know if you should use an event provider.

 

* Proceed with the organization

Once your specifications are ready, you can proceed with the organization of your event. However the Serene Event Complex guide provides you with answers! It is your ideal partner!

The Serene Event Complex guide is a networking platform for business event professionals. You can do your research according to your preferences; places by theme, places by country / region / city, places by category ranging from a simple room to atypical places , event providers by activity, places in promotion ... 

Sheets with a presentation, information on reception capacities, the address of the place, etc. are at your disposal, you can still request a free estimate.

Do you prefer to have an expert opinion? Short on time? Can't make a choice?

Serene Event Complex offers you the SOS Seminar service thanks to which you can describe your needs in a few lines, our experts will study your request and will respond to you within 48 hours to help you select the right place for your event.

 

·       Second step: Promote your event - Marketing promotion

- Creation of event invitations

- Print order and other materials

- Securing of participants' gifts / raffles

- Produce badges

- Signage and poster

 

·         Step Three: Review and Monitoring

 

1. One week before the event

  • Insure the event pack. This should include the following:
  • Conference calendar
  • Information on local events in the area, which you can get from your town's tourist office
  • Advertising brochures given by your ministry or any other funding organization
  • Taxi, train, metro phone numbers, bus timetables
  • Maps of the region
  • Ask attendees, presenters, and speakers if they need additional assistance upon arrival at the event venue.
  • Check the rooms and rooms reserved.

 

2. Day of the event

  • Make sure there is enough signage for speakers and attendees to find the venue where the event will take place.
  • Re-confirmation: room reservations, catering.
  • Set up the room for oral and wall presentations.
  • Make sure the entire committee is on call in the event of an incident.
  • Check that the files are ready.
  • Confirm that you are printing the lists of speakers and participants.
  • Confirm that you have a list of all the economic arrangements that need to be installed on D-Day.
  • Have a list of all the telephone numbers for the necessary services: catering, security services, and hospital telephone numbers.
  •  Make sure you have at least two extra laptops for the day of the event, in case a computer or AV equipment in one of the rooms is not functioning properly.

 

3. One day before the event

  • Arrive early
  • Prepare the registrar and make sure everyone is at their post.
  • Check the layout of the room, equipment and provisions (AV, water in classrooms)
  • Before the first presentation begins, thank your audience for attending.
  • In the event of an emergency, make sure that you have been informed of all safety procedures and that at least one member of the committee knows the first aid measures in order to act accordingly.

 

Studying well and organizing a professional event are inseparable elements of its success to combine consistency, responsiveness, creativity, and make this or these days a highlight.

Courtesy:Corporate Event Venue in Lahore

 

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