Fortunately, hybrid formats offer organizers like you a lot of flexibility in how you plan and organize your event. In addition, the streaming capabilities allow you to potentially expand the reach of your conference. Therefore, the time has come to get creative and increase engagement as the demand for hybrid and virtual events increases. Use this conference planning checklist to get organized and maximize the success of your event.

In this phase of the event planning process, you generate ideas and lay the foundation for success. In-person events require early planning so you can secure your venue and vendors before they are booked. If you’re also considering offering a hybrid option, preparing for the hybrid portion of your corporate event might not take that long, so focus on the personal elements of your event first. However, keep in mind that special considerations must be made for a hybrid event, including setting up streaming technology and ticket sales, so don’t wait until the last minute to plan this aspect of your event. Your corporate event planning checklist should consider both sides of your hybrid event.

1. Determine your goals and objectives

  • What is the purpose of your conference or corporate event?
  • How many people do you want to attend in person? Watch your livestream?
  • If your event needs to generate profit, how much do you want to earn?
  • How much do the tickets cost?
  • Where Are you going to hold your event?
  • Will your corporate event be personal or hybrid?
  • What are the advantages and disadvantages of each type of event?

2. Draw up an approximate budget

Borrow similar numbers from previous events for a baseline.
Fill the gaps with educated guesses.

3. Choose a format and theme

Think about formats that fit your goals. This is when the goals of your event come into play. There are different types of corporate events, and you need to think about the best setting to achieve the goal of your event. Would a grant be too large for the planned number of participants? Can you convey your ideas in a smaller conference or dinner setting?
Indicate who is attending your conference or corporate event and select a theme that resonates with your audience. Your theme sets the tone and will guide all your planning decisions. The right theme will attract participants and strengthen the brand of your company.

4. Choose a location, location and sellers

  • Which geographic area is best suited for your event?
  • How many people will attend your event?
  • Do you need WiFi?
  • Does the building have the infrastructure you need?
  • Are there any local suppliers you can rely on?
  • Can you set up the location so that visitors can maintain a safe social distance?
  • Is the location suitable for safety protocols such as one-way traffic and large spaces that minimize overcrowding?

5. Select a date

Choose an optimal and a second best date for backup when signing, and maybe even a third date — just in matter.

6. Research speakers

  • Look for speakers who have spoken at corporate events similar to yours.
  • Make a list of your ideal speakers.
  • Determine your value proposition to potential speakers before contacting.
  • Contact and invite your ideal speakers.
  • Identify any other enjoyment ideas you can add.

7. Start your search for a sponsor

  • Determine the type of activations you can offer. Do you have a live broadcast or virtual reality at your event? Can you
  • use an interactive component? Keep these ideas in mind when looking for sponsors.
  • Look at events, lunches and banquets similar to yours and see who sponsored them.
  • Make a list of your ideal sponsors.
  • Segment participants to understand their value to sponsors.
  • Determine the market rate of your referral packages.
  • Granulation: 3 to 4 months
    Once the foundations have been laid, the next stage of your planning process will put the finishing touches on your conference, banquet, or corporate event before registration opens.

8. Finalize the speakers

Draw your speakers, panelists and other scheduled enjoyment.
Balance your agenda to keep attendees engaged. You don’t want to preload speeches or have one panel after another. Think about the flow and the Times of the day when people tend to get tired or want to take a break.
Get bio information and photos.
Arrange travel and accommodation.

9. Organize your finances

Choose your ticketing or check-in technology.
Complete the sponsors and their contributions.
If you sell tickets, set the price of your tickets; VIP, early bird and sales launch.

10. Create your branded website

Update your site (if it’s a recurring event) or create the site for your new event. Make copies and images that accurately communicate the participant’s experience.
Make sure your website infrastructure can handle the increased traffic during peak hours.
Make sure your website is mobile optimized.

11. Start promoting your event

Develop a messaging strategy tailored to your event’s brand.
Generate early interest with email and social media.
Reach new attendees through paid ads and event distribution.
Spread your event through online event calendars.
Write blog posts about your event.

Stay competitive with the event planning industry trends
Conference planning Checklists can help you stay organized from the earliest stages of planning, right down to the event itself. Smart planning can help you navigate the increasingly competitive landscape of corporate conferences and events — find out how Eventbrite can help.

 

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