11 simple steps to successful corporate event planning 

Corporate events are a key element in any corporate communications plan. However, if you don’t know how to execute an event effectively, it can be a costly mistake with limited results.

We’ve mastered the art of corporate event planning and created a simple step-by-step guide for you to craft effective, streamlined events. With this guide, it will be easier than ever for you to connect with attendees and drive your business goals forward.

What is corporate event planning?

Corporate event planning encompasses all the work that goes on behind the scenes before, during, and after an event. This includes:

• Budgeting
• Promotion and marketing
• Sourcing and booking venues
• Creating event timelines and schedules
• Coordinating vendors and suppliers
• Designing event layouts and decor
• Managing event logistics, such as transportation and accommodations
• Organizing catering and menu selection
• Handling registration and ticket sales
• Managing event staff and volunteers
• Obtaining all necessary permits and licenses
• Overseeing event execution and resolving any issues that may arise
• Collecting and analyzing feedback and data after the event

Not every task will be required for every event, especially if you’re planning an internal meeting or webinar. Every event type will have its own list of tasks and responsibilities.

Without an event planning team, it’s easy to let important parts of the process fall through the cracks.

Types of corporate events

For every goal or objective a company might have, there is a corporate event that can support it. This wide range of events can be separated by internal and external, depending on the audience.

Internal

• Town hall meetings
• Training sessions and workshops
• Onboarding programs
• Employee recognition
• Business reviews
• Leadership briefings

External

• Conferences and seminars
• Panel discussions
• Trade shows
• Product launches
• Customer appreciation events
• Networking events
• Workshops
• Webinars
• Product demos
• Charity fundraisers
• Community service days
• Press conferences

These events can be held in person, virtually, or a hybrid of the two. External events typically require more planning and promotion because they connect your brand with potential customers.

How to plan a corporate event, step-by-step

Planning a corporate event is complex and time-consuming. It’s made exponentially easy by breaking the process down into manageable steps. If you follow this guide, you can rest assured you won’t miss anything on your list.

Step 1: Define your objectives

Start by identifying the purpose of your event. A team meeting will look very different than a product launch. It’s important that you set this framework up before getting into the more intense stages of planning.

You’ll also want to define specific goals that you want to achieve. Is this event about bringing in a large number of attendees, generating leads, or training staff on a new process?

Decide on a handful of clear, measurable outcomes that you’re working toward, and choose KPIs to track your progress. This will help you define your success and keep you on track during the planning process.

Step 2: Establish your budget

Take time to list all possible expenses for your event such as:

• • • • • Venue
        • Events platform
        • Catering
        • Speakers
        • Entertainment
        • Marketing
        • Permits
        • Equipment

Decide which of these elements will have the biggest impact on your event goals and divvy up resources accordingly. Remember to be realistic with your budget. Ordering a five-star meal for your employee training session will likely lead to wasted opportunities, while lowballing a speaker’s fee may limit the quality of the presentation.

Step 3: Choose the date and venue

The when and where of your corporate event are extremely important as they will dictate who can attend.

Do your best to avoid conflicts with major holidays or competing events. Choose a location that accommodates your event size and budget. It needs to be accessible to all your attendees.

If you want to attract a global audience, or your target attendees are particularly busy, you might want to plan for a digital event. This will require you to find a digital events platform that fits your needs.

The best platforms will be simple to use and have options for interactivity to keep your attendees engaged. Put as much effort into choosing a platform as you would a physical venue because this will be the base for every user interaction.

Step 4: Create an event plan

A corporate event plan acts as the blueprint for your event. It should include all the information needed to make your plan a reality.

Start with a detailed timeline that goes from planning to post-event follow-up. Include key milestones and deadlines for tasks like sending out invitations, confirming vendors, and rehearsals.

Plan the flow of events, including start and end times, speaker sessions, breaks, and activities. Ensure there’s enough variety to keep attendees engaged, and that you allow time for rest when needed.

Step 5: Assemble your team

With your tasks and timeline outlined, it’s time to assign roles. Delegation is a major part of event planning because there are so many moving pieces to keep track of.

Make sure every element of your event is being handled by a responsible team member. Hold regular meetings to touch base and ensure everyone is on track for the event.

Step 6: Secure vendors and services

Depending on your event type, you may have a plethora of vendors to contact and secure. Do this early in the planning process to ensure you have everyone you need on board.

• • • • • Catering and refreshments – Choose a catering service that aligns with the event theme and attendee preferences. Don’t forget dietary restrictions
        • Audio-visual equipment – Ensure you have the necessary AV setup, including microphones, projectors, and sound systems. This is especially important if your event is hybrid or virtual
        • Event entertainment – Hire musicians, speakers, or performers
        • Decor and setup – Decide on the decor, seating arrangements, and any visual branding you want to implement

This is also a good time to find sponsors for your event if needed. Large-scale events and fundraisers are great opportunities to partner with other companies in your niche and spread your brand even further.

Step 7: Promote your event

Promoting an internal event may be as simple as sending an email invitation or updating the company schedule. However, when you’re bringing in attendees from outside you need to put a lot more thought into marketing your event.

Use different channels such as email, social media, and your company’s website. All your material should have a similar feel so attendees associate it with your brand.

Focus on the value that your event will bring to attendees. Why should they spend time and money to engage with your brand? What can you offer them in return?

Step 8: Coordinate logistics

As soon as event registration is live, you need to ensure it is running smoothly. Utilize technology to collect data from attendees and streamline the process.

Ensure there is adequate parking and transportation for folks to use at an in-person event. Assign team members to manage information desks, live chats, and backstage coordination.

Don’t forget to secure permits and licenses where applicable.

Step 9: Prepare for contingencies

Even the best event planners have unexpected issues come up on the day of their event. Anticipate problems like technical failures, no-show speakers, and weather disruptions. You should have a solid plan in place for anything that might go wrong.

Have a list of emergency contacts, including all vendors, security personnel, and key team members. Make sure everyone knows the protocol for handling emergencies.

Step 10: Execute the event

An often overlooked step in the event planning process is rehearsing your event in advance. Ensure speakers know what’s happening and when and test out all your technology to ensure it runs smoothly.

On event day, arrive early to supervise the setup. Ensure signage is in place, registration desks are staffed, and catering services are ready. Keep an eye on the timeline and adjust as needed.

Step 11: Post-event follow-up

Connect with attendees after the event to get feedback and continue the relationship. If this was an external event, flag interested people and start them down your sales funnel. This is where you take all the momentum your event built and turn it into lasting results.

FAQ

How do you decide on the budget for a corporate event?

Figuring out your budget is one of the most critical parts of corporate event planning. If you plan to have too small of a budget, your event will be underwhelming and ineffective. However, too large of a budget eats into your profits.

The two major components of a well-structured budget are

1.    Objectives

The goal of your event will help you decide how much you’re willing to spend on it. For example, an internal team-building activity will require different resources than a product launch or conference.

2.    Research

Examining historical data and the current rate for venues and supplies will help you deduce an appropriate budget. List the key components of your event, such as venue, catering, and promotion. With a detailed cost estimate, you can see how much an event of this size would cost.

With both your objectives and research in hand, you can decide how much you’re willing and able to budget for a particular event.

How do you determine if a corporate event should be in-person or virtual?

In-person and virtual corporate events are both incredibly valuable and effective in different situations. Choosing the format that works best will rely on your goals and budget. Let’s break down each option.

Virtual

Online events are cost-effective, convenient for attendees and speakers, and can reach a far broader audience than in-person. They’re also primed for collecting data and creating content that can be re-purposed in the future.

They’re the perfect choice for:

• • • • • Webinars
        • Remote team meetings
        • Q&As
        • Global conferences
        • Training sessions

However, virtual events do open you up to the possibility of technical issues and trouble with engagement. You will need to have strategies in place to combat these challenges.

In-person

In-person events have a level of personal touch and human connection that virtual events can’t always replicate. They allow for networking, creating personal connections, and experiencing the energy and atmosphere of being in the same physical space with others.

They’re ideal for:

• • • • • Trade shows
        • Product launches
        • Panel discussions
        • Workshops
        • Galas and fundraisers

On the other hand, these events can be expensive and time-consuming to organize. They may have limited reach compared to virtual events.

If you’re still having trouble deciding, consider a hybrid event that incorporates the best of both worlds.

Who is usually responsible for planning a corporate event?

Depending on the size and structure of your organization, corporate event planning may be the responsibility of a few different people. Usually, this will fall to the:

• Event planner or coordinator – If event marketing is a major part of your company, you’ll likely want a dedicated event coordinator
• Marketing team – Events that are focused on brand promotion and lead generation
• Human resources team – Internal events like meetings and training workshops

The goal of the event will typically be the deciding factor for who is in charge.

How Kaltura supports corporate event planning

No matter what stage of planning you’re in, Kaltura’s virtual event platform can take your event to the next level.

• Easily create teaser videos and ads from previous events and more
• Draw in attendees with seamless integration and high-quality streaming
• Add on-demand elements to your event by filming speakers, sessions, and highlights for attendees and their networks to enjoy long after the event
• Keep data from each interaction and lead organized in one place, and connect it to your existing CRM or MAP
• Utilize Kaltura’s extensive set of tools to do more with a smaller budget, and keep up with speedy turnaround times
• Bring virtual attendees into the action during hybrid events with strategies designed specifically to connect them with in-person attendees

Whether you’re creating an internal meeting or a multi-day international conference, Kaltura has the tools to make your next corporate event the most memorable one yet. Visit Kaltura’s corporate communication page to learn more.