1. Defina los objetivos de su evento corporativo
Before entering the core of the logistics of planning your corporate event, it is essential to firmly establish its objectives and key performance indicators (KPIS). This process of setting objectives will inform all of your other decisions.
The common objectives for corporate events include:
• Launch of a new product or service.
• Increase awareness of the brand
• Boost revenue/lead generation
• Engage and reward employees
• Share updates or announcements of the company
Align the stakeholders in 3 to 5 main goals, then identify the specific measures that will be used to quantify the success of after the event, such as ordering products, potential new customers, impressions media, and so on
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2. Set a realistic budget
With their objectives outlined, you can begin to develop an estimated budget for all the costs of the event. The last thing you want is to stay short when the big day arrives.
The key elements to consider include:
- Tarifas de alquiler del lugar
- • Costs of production (audio-visual, scenic, lighting, etc)
- Viajes y alojamiento para el personal/asistentes
- Costos de alimentos y bebidas.
- Tarifas de orador o entretenimiento
- Compensación del equipo/personal del evento
- • Fees sponsors or marketing expenses
Don't forget to create a reserve contingency of 10% to 15% to account for unexpected costs that may arise. First, prioritize budget items must haves and then scale accordingly if you need to make cuts.
3. Choose the right place
Organize your corporate event in the perfect place can make all the difference. You will want a location that is convenient for attendees, providing adequate capacity and include the infrastructure to support their plans of technical production of events.
Considerations include:
- Geografía preferida y requisitos de viaje
- • Total capacity of attendees compared with the expected numbers
- • Availability of spaces for meeting/working groups
- • Loading docks and parking options/transport
- • Capabilities of rigging for audiovisual productions complex
- • Availability of accommodation for guests outside of the city.
- • Options for catering in the place and service partners
Book your place well in advance to ensure availability on your preferred dates. Many providers offer tours of the site to get an idea of first-hand the space before you confirm your order.
4. Develop your production
The part of audio-visual production for your event (staging, lighting, video, sound, etc) is what gives life to the whole experience. You'll want to begin to map these key elements:
Stage design and lighting
The appearance and lighting of the main stage often set the tone. Work with designers in the creative concepts tailored to the brand and the activations of your event.
Audio systems
Determine the needs of speakers, mics, monitors and mixers for presentations and entertainment specific.
Video production
Evaluate the requirements of packaging, screen, camera, graphics, and video to amplify your content. streaming.
Stage design and effects
The scenic parts and custom effects, such as the mapping of projection, can transform your environment like never before.
5. Create an attractive environment
Attendees of today crave immersive experiences and multi-sensory to attract them throughout the event. Look for creative ways to deliver:
Activations and interactive games
Activations practices of sponsors, photo shoots, touch screens and other interactive elements such fun to encourage participation.
Brand dynamics
Make your brand occupies a central place through graphics, digital signage, gobos, labeling of floors, and more.
Network environments
Design rooms, and comfortable spaces for attendees to network and establish contacts with each other.
Catering and bars creative
Do not be satisfied with the food standard of the banquet: surprise the guests with unique experiences of food and drink.
6. Plan Logistics and Security
Behind all the glitter and excitement there are a lot of logistical planning and safety precautions necessary to carry out a corporate event successful:
- Accommodation and transport
- Coordinate hotels and travel arrangements for attendees/staff if necessary.
- Accreditation and registration
- The print-optimized credentials and the systems for self-check-in remain arrivals fluid.
- Management of crowds
- A sufficient number of ushers, signaling, floor plans and traffic flows to avoid problems of crowd control.
- Security and medicine
- It is essential to have security personnel, control of handbags and adequate medical.
- Insurance and Permits
- Make sure you're adequately covered with all insurance policies and permissions that are required.
- Preparation for the climate
- Plans for inclement weather are key to any activity and outdoor travel.
7. To market and promote the assistance
Attract your target audience to attend your event must be a marketing effort for continuous implemented in multiple channels:
Email campaigns
Create marketing campaigns drip automated segmented by interests and points of contact of the attendees.
Redes sociales
Promote your event through publications organic, sponsored ads, and equipment of influencers.
Range of partners
To boost attendance through social media channels themselves, and joint marketing partners/sponsors.
Direct Selling/Networking
Take advantage of your sales team and relationship managers to perform invitations direct.
Tactics of reorientation
Use retargeting web sites and custom ads for browsers stakeholders who do not register.
8. Offer a seamless experience
When the big day comes, it's all a matter of execution, execution, execution! Have a game plan proven in battle in order to:
- • Conduct tours of the place and final checks of the systems.
- • Manage all the loading and configuration of providers.
- • Oversee the arrival, registration and the address of the attendees.
- • Handle any problem of installations, catering or production.
- • Provide VIP support, and coordinate talent and presenters.
- • To facilitate the requirements of sponsors and exhibitors.
- • Monitor the schedule and itineraries of events.
- • Monitor the load without problems for leave no trace
Report with a review after the event to evaluate what worked well, any area of improvement, and review your success metrics originals. It is always looking for ways to improve the experience next time!
While there are innumerable details, and moving parts that are involved in the production of a corporate event or amazing to have at his side a partner of events tested as BCN 360 ° can make the difference. With more than 15 years of experience providing production of first class events in Barcelona and Spain, we will be happy to ensure that your next corporate event a resounding success.
