Eight simple steps to planning perfect corporate events in 2024

Events are inherently exciting, and bringing them into your communications strategy, both internally and externally, can set your company apart as one to watch. However, a badly planned event is likely to do more harm than good. So, let’s help you get a full handle on the corporate event planning process!

Corporate event planning explained

When you think of a corporate event, you likely conjure images of your company’s annual New Year’s drink, the quarterly town halls, or maybe a company-wide training session. However, the world of corporate events is far vaster than these internal affairs.

With a little bit of creativity, corporate events can be used for a variety of outcomes including:

• Growing your business
• Increasing brand awareness
• Building relationships with customers, partners, or employees
• Promoting team building and morale
• Launching a new product or service
• Recruiting new talent

Planning these events will look different depending on the type and scale you’re looking at, but every event requires careful consideration and attention to detail.

By building events into your brand identity and business operations, you can create memorable experiences and push your company’s objectives forward at the same time. If you want to stay on-trend in 2024, corporate events will need to become a part of your company’s vocabulary.

Types of corporate events

Corporate events can have different goals, and target audiences, and will take different amounts of time to put together.

• Virtual – Held entirely online. Offers attendees the ability to tune in from anywhere, and to interact with each other and speakers through virtual platforms

• In-person – Held in a physical location, with attendees gathering in person. Great for networking, team building, and showcasing products or services

• Hybrid – A combination of virtual and in-person elements. Offers the benefits of both types of events, allowing for a larger reach while still providing a physical experience for some attendees

Your choice of event format relies heavily on your team’s goals and your target audience.

Let’s zero in on some of the different styles your event might have, regardless of its location.

Micro events

The smallest type of corporate event is a micro or “simple” event. It will have up to 100 guests and tends to be internal, or focused on intimate networking.

Some examples of micro-events may include:

• • Meetings
  • Training sessions
  • Small workshops
  • Team building activities
  • Board or committee meetings
  • Staff recognition events

While these events are called “simple,” they often include the same amount of planning and energy as larger-scale events.

Small events

If you’re planning to have between 100 and 250 guests, you’ve moved into small event territory. These gatherings will typically revolve around a single purpose, but will likely be more open to the public.

A small event can include:

• • Product launches
  • Seminars and conferences
  • Networking events
  • Client appreciation events

You’ll likely be dealing with higher levels of registration, and need to organize multiple vendors or speakers.

Midsize events

As your event grows to 250-500 guests, you’re going to have quite a bit more moving pieces to deal with. You’ll need a much larger venue or a more robust virtual events platform.

Examples of midsized events include:

• • Trade shows
  • Company retreats
  • Award ceremonies

You may be able to include sponsorship opportunities for this size of event, as well as having multiple days and streams for guests to engage with.

Large-scale events

Large events can have over 500 guests and can be the most complex type of corporate event, involving multiple components and potentially lasting several days.

This might look like

• • Conventions
  • Expos
  • Galas

These events require a high level of planning, coordination, and production, as well as a significant budget. They often involve multiple vendors, high-profile speakers or performers, and extensive marketing and promotion efforts.

Planning your corporate event: A step-by-step guide

Planning a corporate event has a lot of extra facets that you might not consider. It’s easy to get lost in the minutia of schedules and venues, especially when you’re just starting.

Let’s break down the corporate event planning process so you know exactly what needs to happen and when.

Step one: Concept development

The guiding light for every decision you make with your corporate event will be the goal. What are you hoping to achieve with this project? How do those goals fit into your company’s communication strategy?

This stage should also include the development of your target audience, and deciding if your event will be in-person, virtual, or hybrid.

Step two: Budgeting and timelines

What resources would you need to create your ideal event? How much is your company willing and able to allocate to the event?

Take time to name all the potential costs associated with this project, including catering, venue, travel fees, speakers, and tech. When you know what you’ll need, you can get some quotes from suppliers and start to plan a realistic budget.

At the same time, establish timelines that must be met to complete certain tasks, such as booking a venue by a certain date or sending out invitations by a specific time. This will help keep you on track and ensure that everything gets done.

Step three: Venue selection

If you’re planning an in-person event, the venue is a critical decision. Factors to consider include location, capacity, audio-visual capabilities, catering options, and overall atmosphere. Think about what will work best for your audience and align with your goals.

Virtual events require considerably less care as you won’t have to deal with venues, catering, security and hospitality staff, lighting, and other factors that are proper to in-person events. But there is still a lot of work to be done here too. Think about the content development, engagement capabilities, tech support, and overall user experience.

Step four: Create a marketing plan

An event isn’t an event until there are guests. If you want a good turnout, you need to let people know about it. This might be as simple as emailing your employees to let them know about an upcoming meeting, or as complex as running a full marketing campaign.

If you’re looking to bring in folks from outside your company, make sure you’re using all available marketing channels, and that your messaging is consistent across the board.

Step five: Design the agenda

The agenda of your event should flow smoothly and keep attendees engaged throughout. Consider incorporating speakers, workshops, panels, networking activities, and other interactive elements.

Also, keep in mind the timing and length of your event, as well as any breaks or meals that may be needed.

Step six: Secure speakers and vendors

Research and secure reputable speakers and vendors that fit into your event’s goals and budget. Make sure they know exactly what your goals are and what you’re expecting from them. Communication is key.

Step seven: Finalize logistics and details

As the event date draws near, it’s important to confirm all necessary logistics, such as transportation, accommodations, catering, and any tech requirements.

Create a detailed timeline of the event day, including load-in and load-out times. Make sure you’ve run any rehearsals that need to happen, and that you have plans for emergencies.

Step eight: Execute the event

On the day of the event, make sure to have a designated team in charge of different areas, such as registration, speaker coordination, and AV support.

Engage with your audience and make sure there are lots of opportunities for them to get involved. Managing your event requires as much attention as planning it to ensure everything runs smoothly.

Free corporate event checklists

With so many things to keep track of before and during a corporate event, it can be easy for things to slip through the cracks. Here are some checklists for you to refer to when planning your event.

In-person event

1. 1. Decide on your ultimate goal for the event. What are you hoping to accomplish, and how can you measure your success?
   2. Find your target audience, and craft the event’s tone around them. What takeaways will they want, and how can you ensure their expectations are met and exceeded?
   3. Break down the elements of the event throughout its entire lifecycle and create a comprehensive list of line items for your budget.
   4. Find your core planning team and delegate responsibilities.
   5. Finalize the dates and times of the event, and make a schedule for planning based on those dates.
   6. Reach out to vendors and suppliers for quotes, and create a budget for the event.
   7. Make a venue wish list, and use it when exploring potential venues. Negotiate to find the location that fits both your budgetary needs and your space requirements.
   8. Design a layout for your event that ensures a natural flow and keeps guests safe.
   9. Get in touch with potential speakers and find the ones who align with your goals for the event.
   10. Create a marketing plan that brings in the right people to your event.
   11. Set up the schedule for the event. Keep in mind the time it will take for folks to move from session to session, and build in time for any emergencies.
   12. Create a detailed plan for accommodation and transportation, and book everything you need in advance.
   13. Secure catering or organize opportunities for refreshments. Remember to find options for folks with dietary restrictions.
   14. Find and train the staff you need for the event.
   15. Rehearse, rehearse, rehearse
   16. Stay available and active during the event in case of emergency
   17. Touch base with vendors, speakers, and guests after the event to say thanks for attending, and to get any feedback for next time.

Virtual event

1. 1. Determine the purpose and audience of the virtual event. What message do you want to convey, and to whom?
   2. Create a detailed budget for the event, including any necessary tech equipment, platform fees, and marketing costs.
   3. Choose your virtual platform and familiarize yourself with its features and capabilities.
   4. Create an engaging and interactive agenda for the event, including a mix of live and pre-recorded content.
   5. Hire or train a tech support team to handle any technical issues during the event.
   6. Promote the event to your target audience through various marketing channels, such as social media, email marketing, and partnerships with other organizations.
   7. Develop a plan for attendee registration and manage communication with registered guests.
   8. Invest in high-quality audio and video equipment, as well as a reliable internet connection.
   9. Secure any necessary licenses or permits for music, videos, or other copyrighted material that will be used during the event.
   10. Rehearse and test all elements of the event to ensure a smooth and professional experience for everyone involved.
   11. During the event, monitor and engage with folks through chat or Q&A features.
   12. Record the event for future promotional purposes or for anyone unable to attend live.
   13. Follow up with guests and speakers after the event to gather feedback and thank them for participating.

Hybrid event

1. 1. Define the purpose of your hybrid event and how it will differ from traditional in-person or virtual events.
   2. Identify your target audience for both the in-person and virtual components of the event.
   3. Create a budget for the event, taking into account technology costs, venue expenses, and marketing efforts.
   4. Consider the technology and platform options for your virtual component and determine which will best suit your event and audience.
   5. Create a cohesive event experience for both the in-person and virtual attendees, ensuring they both feel included and engaged.
   6. Plan out the schedule and logistics for both the in-person and virtual aspects, making sure they complement each other and allow for seamless transitions.
   7. Set clear communication and engagement strategies for both in-person and virtual guests before, during, and after the event.
   8. Hire and train staff to assist with technical support and event coordination for both the in-person and virtual components. A
   9. Arrange for speakers and schedule their presentations, ensuring they can accommodate both in-person and virtual audiences.
   10. Market the event to your target audience through multiple channels, highlighting the unique aspects of the hybrid event.
   11. Stay engaged during the event for troubleshooting, especially on the tech side of things.
   12. Follow up with attendees after the event, gathering feedback and thanking them for participating in your hybrid event.

Meet Kaltura Events

The number one events platform to bring any corporate event to life is Kaltura. It’s perfect for any event, no matter the size. With support for an unlimited number of guests, as well as top-notch engagement for small groups, you can count on Kaltura to enhance the attendee experience every time.

Kaltura offers a comprehensive suite of features that make it the go-to platform for corporate events. If you plan to make a real impact with events this year, you’ll want Kaltura in your corner.