Corporate Event Management Basics

The boss chose you to run an important corporate event next month. Even if you outsource to an event management professional, understanding the basics will help you make wise choices, answer questions and understand your options.

Corporate Event Management Basics

With Covid restrictions in the rearview, corporate events are moving from an all-virtual environment back to in-person event spaces. Hybrid events, increasingly popular, combine both digital and IRL aspects, expanding the reach of your corporate event to those who may be unable to travel but want to participate in real time. Whether virtual, physical or hybrid, corporate event planning software will help you simplify all aspects of the event management process.

Where to Begin

Corporate events, particularly hybrid variations, have a lot of moving parts. If assigned with running an event, consider a project management system of taking each aspect of the event process and creating milestones, i.e., choosing a venue, and related tasks such as predicting attendee numbers, coordinating key stakeholder availability, deciding upon event theme and desired indoor or outdoor space, etc. Some of these tasks may themselves be considered milestones, depending on the size and complexity of your event.

Initiation

Organizing an event can be approached in traditional project management phases: Initiation, Planning, Execution and Closure. In the initiation phase, you’ll decide goals and objectives, key stakeholders, mission deadlines,  potential costs involved, and anticipated skills and resources required. This might be a few notes jotted in a meeting: By January, we must educate employees on new procedures. This will be done both virtually and in person. Key stakeholders include the CFO, for budget approval, CTO to implement virtual technology requirements and the COO for facility arrangements. We anticipate costs to stay under $10k.    

Planning

In the planning stage, you’ll present a detailed project plan, including major milestones with associated tasks and deliverables. Now’s the time to create your budget and schedule so you can properly manage resources (team members), materials and timeline. Example: your team must secure an event date (milestone) – tasks include coordinating internal schedules. Deliverables include three available venues for COO approval. You’ll also consider potential problems that might occur, i.e., rain, and mitigation: secure location with both outdoor and indoor facilities.       

Execution

Execution is where it all comes together: You’ll oversee your team as they complete project tasks while breaking through roadblocks that might slow things down. You’ll ensure that schedule and budget restraints are maintained. You’ll make sure your event is well promoted via social channels, email invites and other communication avenues, and on the day of your event, you’ll be there to ensure everything runs smoothly, including productive engagement and networking. Post-event, you’ll survey guests and stakeholders to gauge their satisfaction.

Closure

For closure, you’ll review the process and the outcome. Were objectives and goals met? If so, congratulate yourself and your team. If not, identify issues that can be improved for future events. Document everything and thank your team for a job well done!



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