Business Event Planning Checklist

Business Event Planning Checklist-49
Obviously, you want to give your guest speaker the royal treatment and leave them with a great impression.If you’re having an exhibition hall as part of your event, you’ll need to plan the layout based on the number of registered vendors and their requirements, such as electricity, space, and so on.Corporate events run the gamut from industry conferences to internal executive summits that bring together leadership from an organization’s various departments and locations.

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Here are a few: Budgetary constraints can dictate every aspect of a corporate event, from venues to refreshments, travel, speakers, and more.

Determine your overall event budget and then allocate funds to each aspect of event planning including: If your event will host vendors in an exhibition hall or through another arrangement, these fees can offset some of the costs you’ll incur.

Other activities to consider: All of these activities should be carefully planned on your master event timeline, and each individual breakout session or activity should also have its own mini-timeline, including time allotted for setup, introductions, presentations, and time for independent teamwork (such as for workshops), as well as any other tasks specific to the activity.

The best way to find the right venue at the right cost is to send your meeting requirements to a few select venues and request written proposals.

This is most commonly needed for events like industry conferences, where vendors pay for space in order to promote their goods and services to their target audience.

Industry conferences provide the perfect opportunity for vendors to connect with a large number of ideal prospective buyers in one place over the course of a few days. Even internal corporate events, such as management retreats, often enlist a keynote speaker to deliver a motivating, thought-provoking presentation to engage attendees and build enthusiasm.You’ll want to do this early in your planning process, as the best and most sought-after venues are often booked well in advance.Another consideration is whether you’ll need space for an exhibition hall.Find out what deliverables key stakeholders are expecting to get out of the event, such as: The rest of your planning process will hinge on the business case, so it’s worth your time to clearly establish what that purpose is before getting started.Doing so means you can easily justify the point and convey the benefits the company will gain from the event. Define the outcomes you hope to achieve and build in methodology to measure performance.We’ll cover: Before you get into the nitty-gritty planning details, you first need to establish the business case.In other words, what purpose is your event going to serve?That’s quite a wide range, so decide how much you’re willing to pay for a speaker before you begin your search.You can, of course, expect to pay more for a celebrity speaker and also for well-known authors.Each breakout session should have a time estimate and also include a buffer to allow for unexpected delays or other problems, such as technical hiccups.For instance, allow 70 or 80 minutes for sessions expected to last for an hour.

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