There are many reasons why hosting a business event is a splendid idea. Maybe you’re looking for a way to help employees relax; maybe you want to impress clients and possible customers, or maybe you just want to have some fun. Events are perfect for all of these things, but if you want yours to turn out well, you’ll have to do some serious planning. That’s why I’ve come up with 4 tips that will surely help you out.
- Think carefully about the guests
This is the first tip worth mentioning since every other aspect of a successful business event has to do with how much you know about the people who will attend.
Think about everyone you want to invite and put them on a list. Don’t rush this part. Otherwise, you might realize later that you forgot some important people, and add them, later on, might mess up everything else. Once you have a rough estimate of how many attendees there’ll be, you’ll be able to pick a venue.
It’s also important to find out what they like. It will be impossible to please each and every one of your guests, but you’ll, at least, have to know what most of them like. This way, you can prepare something appropriate. Guessing is not sufficient, do your best actually to find out what are their preferences without divulging too much about the event.
- Choose the right entertainment
You could get a comedian to perform at your business event or hire a motivational speaker, maybe even a band. These ideas rarely fail, you just have to find the right fit for your audience and goals. Planning something entertaining for your guests is paramount. It’s the “main course” of any event, after all.
What you might not know is that every performer has an individual style, so make sure you take this aspect into account as well. For example, slapstick humor might not be right for your audience, but they might like seeing an inspirational comedian.
The possibilities are almost endless, just remember that the goal of the entertainer is to please your audience, not necessarily you.
Also, if you hire performers, you really have to see their act in person. Reviews and videos are good, but they can be misleading. We, for example, go out of our way to make sure the performers are the cream of the crop. Also, we encourage our clients to check them out themselves before committing to anything.
- Decide where the business event will be held
Once you decided what you’re going to present your audience with, it’s time to find the perfect place to do so. The main thing you’ll have to consider at this point is how well it will accommodate your audience and if the venue is right for the entertainment you’ve chosen.
If you’ve booked a speaker, make sure that the place has all the necessary equipment and acoustics. The speech may be truly amazing, but that doesn’t mean anything if the audience can’t hear it. If you’re planning something outdoors, check the weather before you send out the invitations.
Take into account the overall look of the venue as well. I don’t have to tell you that it should look as good as possible, but that doesn’t mean you should spend most of your budget on an expensive place. It’s better to give your audience a great performance to look at instead of a fancy wall.
Also, if the business event will take more than two or three hours, you should provide food and drinks to the guests. Otherwise, they’ll be more focused on how hungry they are instead of the entertainment.
- Communicate the details of the event
You might think that just because you invited people, they will show up. Sadly, that’s not always the case, so you have to raise awareness of your business event.
First of all, provide as much information in the invitations as you can. Just saying that there’s going to be an event and announcing the date and the place won’t impress anybody. Tell them what will happen at that event, what kind of entertainment will be provided and how much fun they’re going to have.
If you want to make sure people will be able to come, invite them as soon as you can. There should be at least a week between the invitations going out and the event taking place. The problem with inviting people too early is that they might forget about it. That’s why it’s a good idea to also send out reminders two days or so before the event.
If you have the time and resources, do some promotion. A truly great business event gets people excited before they even get there.
These are the aspects of an event that most people often overlook. Once you have them sorted out, you’ll find it much easier to plan the many other things related to the event.