Monday, October 4, 2010

A Guide To Corporate Events and Corporate Entertainment

There are many factors to be considered when you are planning a corporate event. Many companies plan their events for the year when they are preparing their yearly budget so that they can take advantage of the discounts and incentives that are offered for early scheduling. This is a guide to corporate events will help you to be fully prepared, achieve your goals for the event and be an enjoyable experience for both the planner and the guests.

When deciding on the location for an event, knowing how much space you will need will help you to more easily plan the placement of your activities. A multi-day event will provide an array of fun activities and entertainment for your guests to enjoy. It is important to have a diverse and friendly staff working as a team to bring a cohesive and successful event.

The attendance at a multi-day event is much more well received when guests have the option of bringing significant others or families to the event. Therefore, making this option available to guests and planning at least one activity that will include the guests and their families is a great way to keep the entire group focused and engaged.

Activities that are relevant to your goals and will keep your guests mentally and physically stimulated will add productive time to your event. It is important to remember that not everyone is an early riser and will not be completely focused until they have had time to "wake up". Starting an event with break-out sessions focusing on a questions, problem, or challenge give the planner an opportunity to stagger start times and allow groups to form organically that function most effectively at an earlier or later time. Hiring a corporate entertainment production company or a corporate magician is a great way to have professional entertainers entertain your guests and keep the fun flowing throughout the entire event! 

It is often very difficult for people to leave the comfort of their "known" work group at an event. Therefore, some thought must be given to providing motivation and encouragement to the attendees to expand beyond their comfort zone and interact with attendees that they would not normally have contact with. There are several benefits to creating work groups that do not normally work closely together.

Working with the venue on meals and snacks will be very helpful and can keep the flow of the activities much more smooth. Many people make the mistake of having a breakfast and lunch that is loaded with carbs, sugar and fast acting energy boosters. However, these types of meals cause an individual to "crash" approximately 2 hours after they eat lunch. By providing foods that are high in protein and give sustained energy at both meals and snacks, it is much easier for your attendees to stay focused.

The alignment of speakers, presenters, and entertainers should be thought-out and prepared for well in advance in keeping with your goal to maintain momentum and enthusiasm throughout the event. This is easily accomplished when experienced presenters, dynamic speakers, and charismatic individuals are assigned to perform after lunch. A soft-spoken presenter will not hold the interest of a group of tired attendees no matter how interesting their topic. The person who does not have the vocal range and presentation abilities to entertain and engage listeners will be much better received in the morning, when all attendees are still alert and awake.
Preparing excitement about the event at least two months ahead of time with weekly email teasers or fliers will help you to increase the expectation of your attendees. By focusing on the subject matter that motivates and interests your audience, you will be able to build excitement for the coming event and avoid the issues that often are a result of last-minute planning.

A successful event will require the complete attention and effort of at least one planner who has experience in marketing and promoting an event. A successful multi-day event is not a project that can be done as an after-thought or planned on the "fly". The individual or team that plans the event must have a minimum of six months to capture the speakers that will be most adept at meeting your goals and expectations.

When planning a corporate event and corporate event entertainment, research the successful strategies and methods that have been used with other corporate events. Talking to professionals about the tactics that will be most effective in reaching your audience and creating the type of an event that you want. There are many steps involved in planning and producing a productive and entertaining multi day corporate event and we hope these steps guide you to be successful!