Elevating the Experience: Planning Corporate Events that Attendees will Praise

No longer are corporate events mere meetings with a few refreshments and a speaker.

In today’s business landscape, corporate events have become experiences. And those experiences are elevating what attendees get out of the session and implement later in the workplace.

With higher expectations comes more thought into what goes into planning the best corporate event. There is a lot to remember, to coordinate and to do. But a sharper focus on three key areas can calm the stress and result in an event that attendees will praise long after it’s over.

What are those main considerations? The Venue. The Vision. And the Vibe.

THE VENUE

Corporate events like award ceremonies, company picnics, business meetings, professional development gatherings and holiday parties are typically a highly anticipated time. But all the creative details in the world won’t matter if you have missed the mark on where it is held.

Strategies to keep in mind when picking the right venue are:

• Choose spaces that align with the goals of the gathering. Leadership events work better in places with less distractions while recognition events in grand spaces like theaters make employees feel valued.
• Balance the cost with ROI. Find places that are the right size, with the right amenities. Don’t overdo it, and don’t underdo it. Important tip: Don’t forget to add 10-15% contingency funds to the budget for incidentals and other needs.
• Develop Long-term Partnerships. Building deep relationships with venue managers can optimize every event. The more venue staff understand the company’s identity, needs, and vision, the more they can cater to the event by sharing local trends and best tech set-up practices. Long-term relationships may also lead to discounted rates and tailored services.
• Tap into the tourism experts. Having conversations with tourism leaders in the area is one of the best ways to learn more about what venues are out there. Take advantage of the free resources that are out there. That’s the best way to discover hidden venue gems.
• Remain authentic to company values. Reinforcing a company’s brand should spill beyond the walls of corporate headquarters. Choose venues that align with the core values. Does the company publicly highlight its sustainability efforts? Choosing an eco-friendly venue boosts credibility and strengthens the message. Or does the company highlight its efforts in giving back to the community? Partner with a venue known to do the same. Authenticity can go a long way.

The right venue for the occasion can be the difference between an event to remember or one that is forgettable. It’s important that the space can accommodate the number of guests and the technology needed. But it should be more than just logistics. With a few proactive strategies in choosing the right location, corporate event planners can elevate the impact of the company’s next big event.

THE VISION

As already noted, corporate events are all about the experience. So how do you take your event from ho-hum to exciting? Develop a theme that draws from trends that are redefining these soirees. Two hot trends to wrap an event around are in the areas of technology and sustainability.

Technology

As technology continues to reshape just about every way of life, it is now being used to enhance and elevate the corporate event experience. At the top of the list are hybrid formats to maximize reach.

Hybrid formats, combining in-person and virtual attendees, have been around for a while, but their use in gala and corporate events is a game-changer, especially in terms of increasing the number of donors who are present. Planners and venue managers are working together to create things like “Hybrid Rooms” during the event, where high-definition streaming, and interactive and live chat capabilities are created. This gives remote attendees an opportunity to network and bid on items as if they were at the event in person.

Technology is also being used to create digital fundraising events with a silent auction for nonprofits and companies raising money for charity. In addition, it is being used for immersive experiences, transforming rooms into futuristic and multi-sensory spaces. These tech additions add a new level of enchantment to the event.

Sustainability

Companies with ethos deeply rooted in sustainability practices know the importance of carrying those values beyond the office walls. That’s why those tasked with planning events are leaning into eco-friendly practices like reusing and reducing.

Planners are selecting venues that offer LED lighting and alternative energy sources to lower greenhouse gas emissions. Planners are also turning to locally-sourced menus, recycled décor and reduced paper products as eco-friendly options. The secret is in the balance of finding sustainable solutions without sacrificing style.

Here are some other suggestions:

• Use digital invitations
• Opt for reusable drinkware
• Arrange to donate leftover food
• Source local catering
• Provide eco-friendly giveaways

THE VIBE

Familiarity is often safe, but when it comes to planning corporate events, keeping things in the same traditional approach can lead to forgettable occasions. If there is no vibe to catch, things can get pretty boring.

Thinking outside of the box can transform an ordinary event into something that is engaging and memorable. Corporate audiences are looking for more than just being a passive participant at a company event. Most times, those attendees are eager to be involved, to share their own knowledge and learn by doing, rather than just hearing.

Think: Breakout sessions that involve small idea projects or problem-solving collaborations. This drives connections between colleagues and sparks fresh ideas.

Think: Relaxed dress codes. Who says galas have to be black-tie affairs? There is nothing wrong with marrying a stylish event with a more casual dress code if that is a better fit for your company culture.

Think: Live music and art. Watching the progression of a mural being painted in between speakers is a great way to foster conversations and offer a way to break from the business of the day.

A predictable event without much creativity or imagination will be just that to an attendee. When corporate gatherings are designed in fresh ways to celebrate, learn and collaborate, it sends the message that the company is about innovation and inspires employees to be part of it.

Change can be a good thing, and when attendees encounter it during a company event, it sparks a curiosity that energizes employees who are eager to see what’s next. The result? A willingness to participate more and engage in what is happening in the room.