How to organize a company event?

Even knowing the great weight that social media in our lives, one of the best ways to Social presentation it's still face-to-face. Whether it's to launch a new product, sell your brand, or acquire new clients, organizing an event is always a good option.

When organizing a corporate event, we must also take into account another very important factor: We love technology, but we also love human relationships. We believe in highly technological events that don't forget that we are people.Tech and Touch at Events?

 

Hosting an event will guarantee notable benefits for your business's vision. Organize an event and for it to turn out perfectly is not easy, as there are many factors to consider that sometimes escape our control.

But its difficulty will not determine whether or not we hold the event. An event like this has a series of advantages that will support your company. The success of these events will depend on attendees' personal opinions of the event, and a good impression will back the business.

Generating corporate content, fostering personal relationships, and improving the work environment are among the advantages you can achieve by holding an event. To succeed, you'll need to consider other values such as:

 

Define the type of event we want to organize

 

Depending on the type of event we are going to organize, we have to divide corporate events among external and internal. External ones are those directed at clients, suppliers, the media, etc. Internal events, on the other hand, are designed for the company's own employees or shareholders.

From here, we segment the types of company events:

FairsThese are exhibitions where companies showcase products or services. Stand design, pre-event communication, etc., play a big role here. One of the best-known venues in Madrid for organizing trade fairs is Ifema.

ConferencesIt's usually the event par excellence. It brings together professionals with a common interest who give presentations, exhibitions, and talks on specific topics.

-SeminarsThey are often aimed at small groups where knowledge is taught and imparted. It is common to answer questions from attendees during the event.

Press conferenceThis is very common in the world of external events. It is exclusively aimed at the media and serves to publicize results and present reports.

-Meetings, Team builder, congresses, and countless types of events.

 

New ways to hold an event

 

Recently, with the advancement of new technologies and its integration into the world of event organization, new formats for holding events have been created. Gone are the days of conferences and meetings.

-Video conferences.

WebinarsThey are training activities via the internet.

-Events in streamingis the “latest trend” for events. It benefits both attendees and those who decide to watch it live from their homes, as the recording can be saved later and watched on demand. These services STREAMING FOR EVENTS gives a very good image of the company.

 

 

Keep the event communication firmly in mind.

 

Prior to the event, a communication exercise must be carried out to promote the event and thus foster its success. This is as important as the event itself. It must be carried out before and after the event to report on the final result. We have simple and free tools to do this:

Social mediaSince their emergence, they have revolutionized the world of events. They allow interaction with speakers, provide information about pre-event details, etc. Furthermore, we can continue to use them after the event has ended, for ongoing promotion or to inform about future editions.

TeaserIt's used to create curiosity in the viewer who will attend the event. It's usually a video.

Making ofIt is a closing video of the event showing the best moments during its assembly.

 

 

To be sustainable

 

Not only should you worry about the event, but also respect the environment and the social environment when it is being carried out. The consumption of energy, water, materials, and food impacts both the environment and the company's costs. Here are some tips for organize a sustainable event.

Waste management must be taken into account, recycle and reuse. In addition to the use of materials that emit gases, and other factors such as noise and light pollution.

 

One problem to consider is the food that the catering. Most of it ends up in the trash or is wasted. Being responsible by being consistent with this factor can help many people.

 

 

Pay attention to conventional tricks

 

May our intuition not fail us. Even though we believe we have everything under control, we must continue and ensure that we are taking into account the main tricks and strategies.

 

Keep in mind the event magnitude, create lists, maintain a flow of communication with your employees and attendees, manage expenses, being original and carefully choosing the location are some of the tricks that anyone organizing an event should keep in mind.

 

And if my corporate event is going to be virtual, what do I need to consider?

Virtual corporate events have become one of the major trends inside of the marketing strategies company communication systems.

Son multiple and numerous benefits What do these types of events contribute to companies? The main benefits are usually improving reputation, retaining existing customers, generating impact on stakeholders, gaining greater visibility, and generating media content about the brand.

 

1. Define the type of event according to objectives. The main goal is usually for the event to become a unique experience for attendees. The most common ones are webinars, conferences, meetings, product launches, training sessions, workshops, summits, etc.
2. With which platform to carry it out? Currently, there are multiple platforms with which to hold successful virtual corporate events. Among the most used, we find Google Meet, Zoom, Go to Webinar, etc.
3. Adapt to the audience and event attendees. Meeting everyone who will attend the event is fundamental, understanding how they behave and what their priorities are. Knowing if this is their first online corporate event, how they work, what their technology skills are, etc.
4. Prepare and train speakers or lecturers. Likewise, the person hosting the online corporate event must have a perfect understanding of the content and objectives. Speaking in public is always difficult and requires a lot of practice, and it's the same behind a screen. In fact, one of the main factors to consider is not looking directly at the camera.
5. Test the technical settings. It is one of the fundamental points before starting the event, as rehearsals are needed to achieve the successful virtual corporate event we desire. Within this, we must take into account sound, image quality and transmission, noise, timing, topics, and labels. The music at the event It's a very important factor that we have to take into account, in addition to some functionalities like screen sharing so that everything goes perfectly.
6. Event communication and promotion. Promoting an online event in advance is essential, as we can take full advantage of social media, among other channels. Event attendance will increase the more the event is promoted and the more people it reaches. In any case, maintaining the same level of engagement during the event and even afterward can yield great results.

 

What actions should we consider after an event?

There are many actions we need to carry out after an event, whether it's in-person, hybrid, or online. There are many things to take into account factors and manage efficiently, as the Material to share after the event, being just as important as planning and execution.

 

• Financial reportFirst, and often one of the few things done after an event, is calculating the Return on Investment (Return on InvestmentAdditionally, additional expenses that were not agreed upon are taken into account.
• Thank you within 24 hours. Not only to the participants who attended the event, but also to everyone who participated and contributed, such as suppliers, sponsors, staff, etc. Sending an email or making a simple call is a much appreciated gesture by clients and shows a lot.
• Feedback from attendeesSending a post-event survey will provide us with very valuable and useful information about their experience. The more complete the survey, the better. We are interested in knowing your opinion on factors such as organization, service, and date.
• Call to Action: Once you’ve gathered their feedback, it’s time to continue showing them attention and maintaining active communication with them. How? By offering customers new ideas they can put to use or exclusive discounts after the event, you’ll keep their interest in us alive.
• Team meetingconduct an assessment among all those who have worked on the event afterward and obtain common feedback. This way, both the weak and strong points that occurred are analyzed.
• Share attendee feedbackThe opinions that our clients, in this case attendees, have and share about the event are the best advertising we can do for it. Sharing comments or testimonials publicly will reach a larger number of people and endure over time. It is highly recommended to add a section on the website where they can write them.
• Keep the event alivewhether in-person, online, or hybrid, letting it stay alive is very important, for example, keeping the event website. If we continue to provide valuable content, engagement will remain high, which means greater success.
• Create a gallery of videos and imagesCapture photos and videos during the event that reflect how it went, ensuring it will be memorable for attendees. This content can be published on social media, on the website, and/or sent directly to clients, suppliers, etc., via email.
• Celebrationto carry out an act in a reduced form as a thank you, with specific people in a different and more special way.
• Final ReportCreating a final event report tailored to each recipient will make it more concrete and effective. This document should include as much information as possible, such as: the briefing, actions taken before, during, and after, budget, surveys, press clippings, etc.

 

Another factor that is currently very implemented in the market is internet connection at events through the Wi-Fi networks. This will help you position yourself against the strongest brands and compete with them. Currently, social media WiFi for events are present to facilitate these events and ensure a reliable connection network for their clients, speakers, and visitors.

In summary, almost all companies aspire to organize at least one event annually, whether internal or external, and getting noticed in the market is complicated. But if you follow your intuition and these simple steps, you'll have an event that all your attendees will remember.

If you prefer to do a successful virtual corporate event, instead of in-person, you also have many options and benefits.