There are many benefits to planning and hosting a corporate event. Perhaps one of the most significant benefits is that it allows your company to build lasting relationships that are critical for your company’s growth. Corporate events enable employees, clients, and partners to network, developing genuine connections and creating future relationships essential to success. But if your company hasn’t hosted an event before, you may not know where to start. At Andavo Meetings & Incentives, we know a thing or two about planning events. As a full-service event management and travel management company, we offer comprehensive solutions to businesses and corporations, giving your company many benefits. Listed below are some of the steps to creating a corporate event.
Andavo Meetings & Incentives is Your Answer for Full-Service Event Management
At Andavo Meetings & Incentives, we’re more than corporate event planners. Our team comprises creative leaders who strive to connect with clients by designing memorable events, creating effective business meetings, and once-in-a-lifetime incentive travel experiences. Ready to get started on your next event? Contact our full-service event planning company today.
Creating a Concept
During the planning stages, we’ll work with you to define the purpose of your event. What does your company want to accomplish, and what are the goals, target audience, and budget? We’ll also discuss what type of event you’d like to plan and what would resonate best with your target audience. Instead of considering it a corporate event, consider it an engaging, interactive, and educational experience. It’s best to plan an event that is meaningful and entertaining for all attendees.
Logistics and Planning
The next step is to begin the discussion over logistics and planning. This is the stage of the process where we’ll help you select a venue. You’ll need to determine the attendees you will invite and the vendors you want to include. During the logistics stage, it’s also essential to discuss timeline development. We’ll help you compile comprehensive timelines covering all milestones, vendor deadlines, event flow, setup, and breakdown.
Negotiating Contracts with Vendors
Perhaps one of the most important elements of a successful event is vendors who know how to get the job done. But before any vendors are hired, you’ll need to negotiate contracts. This can be a challenging and time-consuming part of the process. At AMI, we guide you. We help you choose vendors you can rely on while helping you stay within budget and clarifying responsibilities for the event.
Managing Budgets
Going over for a corporate event is only an option for some companies. Budgeting for an event is critical because it can make the difference between success and failure. We’ll help you understand your cost breakdown, control your event expenses, and measure the ROI of your event or conference. Managing your budget is not an exciting part of the planning process, which is why many companies leave the budgeting process to a full-service event management company. We’ll help you determine your fixed and variable costs that will help determine your budget for future years.
Event Design and Aesthetics
Whether you’re planning a convention, retreat, product launch, team-building activity, holiday party, or trade show, it’s critical to nail the design. At Andavo Meetings & Incentives, we understand that design can make or break an event. We’ll discuss the goals for your event with you, like how you’d like attendees to feel. It’s always our goal to help you create an event that keeps guests comfortable, engaged, and entertained. We know how to take an event from ordinary to extraordinary by sticking to a cohesive theme, creating engaging displays, balancing functionality with aesthetics, integrating branding, and even collaborating with professional event designers.
Promoting and Marketing
How are you planning to get the word out about your event? Promoting and marketing your event aims to persuade attendees to attend. We’ll meet with you to create an event marketing strategy to build awareness, increase customer engagement, generate leads, and educate prospects and customers. Whether you’re planning a trade show, team building event, conference, holiday party, product launch, or an appreciation event, effective promotion and marketing can create many new opportunities for your company and employees. Our full-service event management team will help deliver in all areas by narrowing down your goals and plans.
Finalize Details
As your event approaches, finalizing all the details is imperative to ensure success. This is when it’s a good idea to check in with vendors to ensure they’re ready and have all the necessary information for the event. You’ll also want to check in with setup plans and the event’s timeline at the venue. Make a run-through and test all equipment and technology beforehand to ensure there won’t be any last-minute issues. It’s also essential to prepare a final itinerary and checklist for everyone involved so employees and event planners are on the same page. We understand the importance of this last step in the event planning process, which is why we’re here to help.
Execute the Event
It’s showtime! Once you’ve confirmed all the other details for the event, it’s time for the execution. Before the event, you’ll want to send out a reminder to attendees and include need to know information while finalizing the setup of the event. Establish a room or a separate space to act as a command center, which can help keep things organized. Keep your eye on the weather, and check on your team to see if everyone is on the same page. Confirm speakers, double-check the event list, and ensure you have an emergency event collateral kit with PR documents and itineraries. Make sure that everyone is setting up and following all procedures. When you work with Andavo Meetings & Incentives, we tackle all these aspects for you, allowing you to relax and enjoy the event.
Post Event Analysis
After the event is over, you’ll want to do an analysis. Was the event successful? How many attendees came? Did you meet the event goals? Review all logistics and compare them with the objectives defined before the event. A post-event analysis will help you determine what worked and what didn’t. It will also teach you what needs to be improved before the next event by turning feedback into concrete action.
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