Ensure the success of your Autumn corporate events!

Ensure the success of your Autumn corporate events!

Autumn is often the time when team-building events, seminars and workshops – either commercial or internal – are organised. Planning these profes­sional events is rarely the only role of the person in charge, who is left with many things to think about within a generally very short time. Here are some ideas on how to make your event a success and how best to plan it.

Content:

  1. Sending out invit­a­tions
  2. Planning the day
  3. Reviewing the event

1. Sending out invitations

The first step of event planning is to set the date, the format and know how many people are expected to attend!

Be careful with your invit­a­tions. For an internal event, invit­a­tions can be informal and sent by e‑mail or using the company’s internal commu­nic­ation channel (intranet, messaging platform, etc.).

For a commercial event aiming at reaching prospects and partners, you should customise your invit­a­tions, send them early and follow up with reminders. For instance, you could send a “Save the Date” then a reminder several weeks before the event (remember that emails start piling up as soon as everyone is back from summer holidays). Specifying the person’s first and last names and adding a unique or personal touch can make the difference for the guest and his/her perception of the event.

Generate interest with the programme (theme, enter­tainment, special guests …).

On your regis­tration platform, use a form (a short one, we do not want to lose guests due to too many questions) to learn more about your guests: their company, their role, how long have they been in that role, their avail­ab­ility – if you have several possible dates – any activ­ities and workshops that might interest them … In order to better under­stand expect­a­tions and give you a good found­ation for planning and commu­nic­ation of your event there­after!

For instance, if you have already planned sessions, workshops or discus­sions, you can create a regis­tration platform for each session to be able to increase – if necessary – the number of workshops if attendance is high or, conversely, reduce their length and review the format.

2. Planning the day

Your event’s format will depend on its purpose – it can last one evening, half a day or a couple of days. These elements will help you define the venue, the schedule, and the service providers necessary for your event.

Your guests do not know each other? This is an oppor­tunity to encourage meetings and discus­sions. Think about creating networking spaces and enter­tainment to encourage inter­ac­tions and team-building. An app or an inter­active game can be a good tool to gamify your event, get people to know the company better and challenge the teams.

For your prospects, present your services and your products in a unique way whether using a performance or inter­active spaces. It can be inter­esting to combine two types of present­a­tions: something unique and a second, more conven­tional one, for those who would rather see a present­ation in a keynote format. This will allow you to commu­nicate compre­hens­ively.

Present­a­tions and speeches are expected? Keep it simple and promote exchange, avoid very formal Power­Point decks. Many new solutions exist now to liven up your meetings, share and interact as a team, even when people are spread out around the world without having to link Power­Point and Skype in conference mode!

Use social media to increase your exposure and encourage content sharing, your collab­or­ators and parti­cipants will be your best ambas­sadors. Engagement is created through enter­tainment, so this is essential.

Do not under­es­timate the importance of breaks, be it breakfast, lunch or cocktail and buffet in the evening. These moments will allow you to create a personal touch and warm and friendly moments using food-trucks, caterers, unique booths, or music. This is the key moment of the event in terms of parti­cipant exper­ience. Remember to take the time to find the right service providers, to brief them and to plan all the logistics around those moments: how do they set-up in relation to the space? What are their schedules?

3. Reviewing the event

At the end of the event, you should thank everyone and use this oppor­tunity to ask for feedback: What were the moments and activ­ities they liked? What improve­ments could be made? Would they like a new edition the following year?

We recently spoke about this: the importance of insights and data is proven. The data and feedback you will collect is essential to take stock of your event and define what improve­ments should be made for your next events. They will also allow you to get in touch again with potential prospects, to customise your messages according to the topics they preferred (Which booths did they stop at? Which speaker did they see? Did they network?).

You can retrieve this inform­ation in the forms filled at regis­tration but also during the event itself by asking for feedback.

We could talk to you about organ­ising profes­sional events for hours, but there comes a time when you have to take action. Discover all the features of our online ticketing and regis­tration, access control and cashless payment solutions by clicking below:

Organise a profes­sional event

Share this article

7 pieces of advice to organise a trade show

Organising a trade show is an exciting adventure, but it can also be difficult if you lack the required event planning skills. Without good planning, adequate resources and proactive management, your professional event can become an operational and marketing nightmare for you, your partners and participants alike. Here are our 7 pieces of advice to organise a successful trade show and make it a total success!

Read the article