How To Have A Successful Business Event | VitalyTennant.com 1

How To Have A Successful Business Event

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There are many reasons why you may want to bring people together to learn and network. Maybe it’s a company event for your workers or maybe you’re thinking about hosting an appreciation event for your customers.

Either way, you’re going to want to know how to host and throw a successful business event. The following tips will include ways for you to do so and ensure that everyone has a good time and learns something. Be prepared to work hard and make sure you start the planning process as soon as possible so you don’t feel rushed.

How To Have A Successful Business Event | VitalyTennant.com 2
Define the Purpose of the Event

Your first order of business is to define the purpose of the event you are hosting. Think about the reasons why you’re bringing people together in the first place. For example, maybe the focus of your event is to help the attendees develop better leadership skills. On the other hand, maybe the purpose is to train your workers on a new tool you’re implementing at your company. Taking the time to define the purpose will help you out when it’s time to put together your agenda. This is also your chance to determine a theme and engaging format for your business event. 

Set A Budget

You can have a more successful business event when you stay within your budget. Figure out how much money you have to put toward your event. This will help you to avoid overspending and have regrets later on. You want to make sure you have the money you need to cover all the necessary expenses. Having a budget in place will help you make decisions when it comes to the logistics of your business event. Make sure that your budget is realistic and that you can adhere to it. You want to make sure you have the necessary funds you need to plan a rewarding and engaging business event. 

Decide on Your Audience

You should know who you are hosting your business event for so you can better tailor the agenda to them. It can be anyone from upper management to customers to your lower-level staff. Once you define your audience you can then cater your event agenda to them. You should also budget for how many people you are inviting to your event. You’ll want to know how many seats you’ll need and how many different educational sessions you’ll be running. You’ll want to know how many people you think will attend which will help you when you are figuring out the logistics for your event. 

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Make Use of Technology

You can make your business event more exciting by making use of technology. For example, you may want to look into using a broadcast audio monitor to ensure the correct audio loudness. Figure out your AV setup and how many different screens you’ll need for your event. You can also use event management software to help you in the planning process. You may want to also use technology solutions to streamline the check-in process. There is also the possibility of using virtual reality options in your sessions to help engage your audience better.

Establish A Project Timeline

You’re going to want to start a list of tasks that need to get done. You should also have end dates by when these tasks need to be completed. Therefore, you’re going to want to establish a project timeline that lays out all the details. This will help you clearly see what you should be working on next and ensure you don’t fall behind. Having a project timeline in place will help keep you on the correct track to knowing what type of progress you’re making. You’ll also be able to quickly identify if you are experiencing delays in any of the important areas. You should create a master detailed to-do list and assign tasks to certain members of the planning team. Once you know the date of your event you can get started on creating your project timeline. This will help ensure that you get everything done on time.

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Determine Your Planning Team

You are only one person and can only take on so much at once. You will want to have people you can depend on to help you plan your business event. Therefore, you’re going to want to pick people at your company to be a part of your planning team. Then you can work on assigning certain tasks and duties to each person. You can set up weekly meetings where you come together to discuss all the moving parts for your business event. It’s also a time to answer questions and make sure everyone is on the same page. Make sure you assign roles and responsibilities so that you aren’t duplicating efforts. You’re also going to want to think about what kind of help you’ll need at the actual event. You will want people on-site helping to manage the various aspects of the day and ensure everything is running smoothly. 

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Set the Agenda

You are also going to want to start working on the agenda as soon as possible. You will need to figure out how each day is going to go and unfold. For example, there may be times when you hold a general session with all the attendees, and other times you’ll want to have breakout rooms and individual sessions going. Figure out how many different sessions you want running at once depending on the number of attendees. You should also think about planning a few events that attendees can go to in the evening hours. It’s a great opportunity for your attendees to network and get to know each other better. It’s important that they are learning but that they also have some downtime scheduled in their day. 

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Figure Out the Logistics

You are also going to want to dive deeper into figuring out the logistics of your business event. There may be a lot of moving parts and you want to make sure you are well organized. You will need to determine the timing of each day and the types of materials you’ll need for your event. There are many different people you may need to contact and arrange to make sure your event is a success. For example, you might want to hire a photographer and a caterer for mealtime. You’re also going to think about who your presenters will be. There may be special guests you want to invite to make your event more special. This is your chance to hire influencers or guest speakers who can help you communicate the message of your event in an interactive way. 

Find the Perfect Venue

You can have a more successful business event by finding the perfect venue. You may not have space at your office for the amount of people you will be inviting. Therefore, you’ll want to look into booking locations that are big enough for your event. For example, you may want to hold your business event at a local convention center or a hotel. Be sure you take the time to do your homework about each possibility and that you go have a tour in person to get a better idea if the venue will be a good fit for your event. Come prepared with a tentative agenda so you know how much space you will need. Picking the correct venue for your event will help ensure your attendees are happy and satisfied that they chose to attend your event.

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Promote & Market Your Event

Once you know the dates of your business event and who you want to invite then you’re going to need to proactively promote and market your event. You want to make sure you have a good turnout of attendees. Therefore, you’re going to want to make sure they get the dates on their calendars as soon as possible. There are many different ways for how you can announce your business event. For example, you can use email marketing tactics to communicate about the event and share when registration will open. You may also want to attend networking events and talk to people in person about your upcoming event. It’s important that you get the word out early if you want to have a good showing at your business event.

Conclusion

You now have some valuable tips you can use to help you plan a successful business event. This type of project will require a lot of hard work and dedication on your part. You’ll also need to make sure you are very well-organized and know what tasks need to be completed by when. There are a lot of moving parts that you’ll need to be able to manage as you plan and promote your business event. Be prepared to clear your schedule to focus on planning a successful event for your attendees. Remember to gather feedback at the end of your event so you know what you did correctly and can identify areas for improvement. There may be things you’ll want to rearrange or change for next time based on this feedback.