Conferences, conventions, or seminars – here are the key tips for successfully organizing a corporate event, whether internally or with customers.
Organizing a professional event may seem simple. However, the success of such events implies following very specific rules.
Define Your Audience
The first step in organizing an event is defining the target audience. We do not say the same thing when we address our customers, partners, or executives internally. Then you have to find the theme. Choosing the right subject and good title are the key to the success of an event. For this, we should not only focus on trying themes already in fashion, but also on the subjects that will gain momentum in the next months.
Equally important is the choice of the speaker. In general, for an internal conference, it is advisable to call on a person external to the company, preferably known. Conversely, the intervention of a person from the company is more appropriate for an event intended for its customers.
P.S: What executives prefer are the managers of other companies who bring an outside look to their internal organization.
The Choice Of The Location
The selection and reservation of the location must be made as early as possible. Ultimately, it is the first element to be taken care of, even before choosing the subject. Because it is necessary to ensure a space well proportioned to the expected public. Also, it should be well located, that is to say, well served by transport and in an area suitable for the attendees. For example, events in Fresno should be organized near or around Fresno, not in some other county.
Choice Of The Date, Day and Time
Another element to take into account is the choice of the date. You have to be very careful with the calendar and absolutely forbid school vacation periods as well as specific days of the week. Moreover, before setting a date, remember to check in your professional environment that no major sectoral or similar event is taking place during or around the chosen period. For this, keep yourself up to date of events near you. Likewise, watching over possible transport strikes or the weather forecast is a good idea.
In terms of time, for an event that lasts 1 hour 30 minutes, the end of the afternoon is recommended. For a conference organized with external guests, the slot from 6 p.m. to 7:30 p.m. is very suitable. A cocktail will be welcome because it will allow those present to get to know and discuss. For an internal company event, you can advance the time to 5.30 p.m. Beware of time differences if the meeting takes place in a conference call with international subsidiaries or foreign customers.
To Sum Up….
The ten golden rules of organizing an event
- Make sure you define the target audience.
- Choose a promising theme with a good title.
- Find a stakeholder that arouses interest (known or recognized by the sector).
- Reserve a suitable room well in advance of the event.
- Choose an appropriate date and time. Prefer weekends. For a conference of 1.5 hours, prefer 6 to 7.30 p.m. If it is in-house, a little earlier: 5.30-6 p.m.
- Send the invitations three weeks in advance, counting on a ratio of one person present out of 10. Make a reminder a week before D-Day.
- Rehearse a few days before.
- Badger the people present.
- Organize a cocktail party at the end of the event to facilitate contact.
- Send a report by email to all the people who were invited and put it online. Remember to attach an appreciation sheet.
