When sponsoring a corporate event, you should always consider the steps needed to be taken in order to increase the likelihood of success. The fact is your corporate event will only be as good as the staff you use to set up and execute your convention plan. It is imperative that your staff is fully trained and understands the goals of the event.
Another crucial step in creating a successful event is to make sure you pick a venue that serves your event needs. Make sure the space is adequate, make sure the lighting is perfect and that the entrance is clearly marked for the attendees. Complete your research long before your event to make sure these issues are addressed ahead of time.
If the corporate event requires products or large displays make sure you know where receiving is and make sure you have the staff required to unload and set up any special displays required. Makes sure there is a “go to” person that knows the plan and has spent time answering the questions above.
Have back up’s of any CD or DVD ROMs that you might be using. If you need a laptop for a presentation, make sure to have a back up computer just in case. Make sure to have any wiring requirements worked out ahead of time to ensure you have electricity where it is required. If you plan on handing out literature, take twice as much as you think you might need. Not having enough marketing material is not an option. Remember in many cases this is going to be your best chance to get direct feedback from your target audience.
Coordinate with any other groups either inside or outside of your organization to make sure you are prepared to share information needed for a successful event. Make sure you work closely with representatives of the venue you choose to ensure you have all the required attention needed. Do not wait until the day of the show to meet with your point of contact from the venue.
The next and probably most important part of your plan should be to advertise your event. Make sure to spread the word about what the event is about, who will be displaying and who should attend. Marketing your event should start early and have layers of advertising. Use television, internet, radio, promotional products and any other outlet that will drive traffic to your event.
If you address these issues well before your event you increase the likelihood that your event will be successful and that you will accomplish your goals. After your event meet with you team and analyze what you did well and what you could improve for your next corporate event marketing plan.