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A Comprehensive Guide to Smooth Sailing for Corporate Events

A Comprehensive Guide to Smooth Sailing for Corporate Events

Corporate events, like conferences, socials, and team building, are important for building company culture and boosting employee morale.

They also play a huge part in contributing to Australia’s visitor economy.

Recent data from 2023 reports that visitors travelling for business events in Australia spent over $20 billion, contributing to the country’s economy.

This figure includes spending money on food, drink, accommodation, and entertainment.

We’ll be exploring what separates an average corporate event from a great one, and how to execute them smoothly.

The first step is looking up lanyards in Australia—because nothing screams business events more than lanyards, a fantastic layout, and great catering.

Planning Your Event

Corporate events are pivotal for businesses, offering opportunities for employee engagement, growth, brand promotion, and networking.

It’s also a great way to showcase your company’s brand, professionalism, and creativity.

Running a corporate event, however, can be a challenge.

That’s why it’s important to plan, so everything is smooth sailing.

It’s essential to create a detailed strategy with a clear goal documented for the event’s purpose, and a list of everything that needs to be prepared.

Having a team is also essential, and delegate where you can.

Corporate events are hard to plan and execute at the best of times, and it’s okay to get help.

Surround yourself with a reliable team with clearly designated tasks for everyone.

Along with creating a detailed strategy, planning the venue and promotion tactics ahead of time is also a must.

We’ve covered everything you need to consider for marketing and the venue below.

The Venue

The venue plays a critical role in the success of a business event and can be the deciding factor in a memorable gathering or a forgettable one.

It’s important to consider the location of the venue, technological capabilities, and the event’s theme when picking one.

When considering venues, think about the location—is it accessible?

Are there nearby parking or public transport routes? Any options for accommodation?

The right venue should be easy to get to, with more than enough parking for attendees and overnight stay options.

The venue should also meet all your required technological capabilities for the event.

This includes audiovisual equipment, like speakers and projectors, and high-speed internet access.

These are crucial for running presentations, workshops, and networking.

Finding a venue that aligns with the event’s theme or your business’s brand is also a great idea.

For example, if your business is in agriculture, you can find a venue with scenic views or an outdoor area with plants and flowers.

The layout of the venue is also important.

You have to ensure that it’ll fit your vision for how everything is set up, for instance, tables, chairs, and catering.

The venue and layout will set the first impression for your guests, so you want to make sure it’s a positive one.

Promotion And Marketing

The success of an event relies not only on planning but also promotion.

It’s critical to properly promote your event and come up with a comprehensive strategy for marketing to ensure it attracts the right attendees.

When considering promotion strategies, there are a few factors to consider.

Think about the target audience and the best platforms to reach them.

This could be through physical promotion, like flyers, industry publications, social media channels, and email marketing.

Insurance Is Important

When planning out the corporate and venue, it’s important to consider public liability insurance.

This insurance will cover you and your business against claims resulting from any accidents or injuries during the event, as well as any accidental property damage.

The business running the corporate event is accountable to third parties, including customers and attendees.

If anything happens, like an injury, it could end up being expensive if there’s no insurance.

The old saying, ‘it’s better to be safe than sorry’, extends to corporate events.

It’s always better to be prepared, and the cost of insurance is less than if an injury or damage to property were to happen.

Top Tips for a Smooth Event

Whether it’s an event for a product launch or team-building activities, these tips will help it sail without a hitch.

Incorporating these strategies into your event planning is sure to make it a memorable one. 

Double-Check Technology Systems

The last thing you want is any technology going haywire—it’s always awkward dealing with a broken mic or the wrong video playing.

Always run extensive checks and tests on equipment at the venue before the event starts.

We recommend always looking over the speakers and microphone system.

You’d also want to ensure all equipment is connected, like laptops and projectors.

Many high-profile corporate venues around Australia typically have in-house IT support to help out, too.

Health And Safety

When planning an event, we understand it’s easy to get lost in all the planning and promoting.

Along with considering public liability insurance, it’s important to incorporate other health and safety precautions, too.

This includes:

  • Ensuring there’s a well-stocked first-aid kit
  • Creating a fire safety evacuation plan
  • Consider hiring medical first aid for the event

Invest In Catering

Poor catering—bad coffee and soggy sandwiches—can bring down the quality of an event, and damage a business’s brand.

Nobody wants their event to be remembered for the bad food.

That’s why we recommend investing in catering and going the extra mile where you can.

Professional catering at an event can elevate the whole experience.

You want guests to be gushing about how great the food tastes and talking to their colleagues about it.

Planning Logistics

A corporate event should be smooth sailing before the doors open and guests start flooding through.

It’s essential to plan out transport and logistics beforehand, you don’t want late attendees or people getting lost—ensure the venue is easy to find and travel to. 

A few ways you could plan logistics is by organising private transport like buses, providing maps to all the attendees, and choosing an easy-to-find venue.

It’s also a good idea to consider accommodation for logistics, too. 

Minimising any potential transport or logistic-related stress for your guests will help with their experience at the event, too.

It’ll help with their mood, and make the atmosphere feel more relaxed.

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