Although it is a complex task, there are several factors to consider when organizing a corporate event with a strategic perspective. That’s why today, from Hotel Calipolis, a 4-star hotel in Sitges designed and equipped with meeting rooms, audiovisual materials, various dining spaces, and numerous services for companies to host events at our hotel, we explain the 7 essential points for planning and executing a successful corporate event. We’ll reveal them to you below:
Organizing a Corporate Event: Step by Step
1. The Purpose and Audience of the Event
Defining a specific, realistic, and measurable purpose for the event increases the chances of success. Additionally, a clear definition of the purpose will guide and direct all actions to be taken.
It is necessary to set both the goal and the audience according to the event’s objective; attracting partners or investors is different from promoting a new product or service or establishing an alliance with another company.
2. Event Budget
Keep in mind that all event management should be covered by a budget, which will allow you to control actual costs and benefits.
The most common elements included in a corporate event budget are: venue reservation or rental, accommodation for participants and/or guests, transportation, catering, speaker or presenter fees, marketing and event promotion campaigns, human and material resources, additional activities, etc.
3. Time Management
Time management is very important. Learn to prioritize tasks to ensure that the most critical aspects are addressed first. A good work methodology is to divide time reasonably among tasks and give greater importance to the most urgent ones.
However, make sure to have some flexibility, meaning you should have a backup plan to allow room for error correction or adaptation to unforeseen issues.
4. Event Planning
Event planning involves two key points: setting the date and location, and creating a schedule if multiple sessions or activities are planned at different times.
This is crucial so that attendees clearly know how the event will unfold throughout the day(s) and which areas of the venue to visit, utilizing all available resources (reception area, meeting rooms, catering area, etc.).
5. Choosing Spaces and Accommodations for Attendees
When choosing the event location, consider that the venue is situated in a central urban area, as it is more attractive to the public, and that the space is accessible to people with reduced mobility.
Also, consider the possibility of accommodating guests if they need to travel. Depending on the event’s purpose, it is effective if the hotel where they stay is equipped with meeting rooms and also offers entertainment spaces outside of the event if attendees wish to stay a few extra days.
Other essential features in the spaces include reception area, catering or restaurant, meeting rooms, and, of course, technology equipment (projector screens, microphones, speakers, podium for speakers/presenters, etc.).
You can see all our rooms and spaces dedicated to event organization here!
6. Event Promotion
In the digital communications era, good event promotion can attract the right audience and expand the company’s reach.
You can use social media and create corporate profiles for the event or the company to advertise the event. Creating a website, as well as a landing page with all the event information and an invitation to register, also works very well.
Another very effective marketing strategy is collaborating with influencers who promote the event on their social media, though more conventional channels such as television, radio, or local press can also be used.
7. Event Evaluation
Evaluation is the final phase and is done after the event closes. It allows you to analyze the results achieved and check what objectives were met, what issues arose, and what aspects could have been improved.
Some elements to evaluate include budget adequacy (whether it covered actual needs), the event’s media impact, attendee perceptions, any issues that arose, etc. This is the right time to draw conclusions and lessons learned.
Now that you know how to organize a corporate event, you just need to get started and follow all the planning, execution, and evaluation tips to achieve a successful organization. Which phase of management motivates you the most?
And remember! At Hotel Calipolis, we look forward to welcoming you with open arms. Sitges is the perfect place to combine work and entertainment. In our hotel, you’ll find everything you need to organize your corporate event, and you can also enjoy a vibrant destination like Sitges.
