7 Essential Steps to Planning a Memorable Large Corporate Event

Lisé Puckorius, CAE
August 10, 2023

Organizing a large corporate event is a remarkable opportunity to bring together colleagues, clients, and industry experts to network, share knowledge, and foster collaboration. Whether it’s strictly an in-person meeting or a hybrid event with both on-site and remote participants, meticulous planning is the key to success.

Step 1: Define Your Event Goals, Objectives and Budget

Before embarking on the planning journey, clearly outline your event’s goals and objectives. Are you aiming to launch a new product, share a new technique with colleagues, or celebrate your company’s achievements? Will you need breakout rooms to facilitate discussions for smaller groups? Having a well-defined purpose will guide all subsequent decisions and ensure your event is aligned with the desired outcomes. This is also where the budget should be set to include venue, catering, team travel speaker fees, and marketing expenses.

Step 2: Select the Ideal Venue and Lock in the Date

Choosing the right venue is crucial for hosting a successful corporate event. Consider factors such as location, capacity, amenities, and ambiance. For gatherings of up to 200 people including presenters and your support team, you need a space that can comfortably accommodate your attendees and provide the necessary facilities. This is where the OLC Education & Conference Center can be a valuable partner, offering access to flexible event space with a diverse range of uses suited to your event’s unique requirements.

Step 3: Create a Detailed Event Plan

A comprehensive event plan is the foundation of a successful corporate gathering. This plan should encompass all aspects of the event, including the agenda, session topics, speakers, entertainment, catering, and more. The OLC Event Management Team works closely with our clients’ event and training planners, ensuring that no detail is overlooked, and all elements come together seamlessly to create an unforgettable experience for attendees. Planning for the unexpected with contingencies helps ensure you will be prepared.

Step 4: Engage Participants with Interactive Content

Captivate your audience by curating engaging and relevant content. Mix keynote speeches, panel discussions, workshops, and interactive activities to keep participants involved and inspired throughout the event. Create some excitement A location like Rosemont, with a range of dining and entertainment nearby will be appreciated by attendees of multi-day events.

Step 5: Seamlessly Manage Logistics

Managing logistics is a critical component of event planning. This encompasses everything from event registration, badge printing, and transportation to audio-visual setup, seating arrangements, and catering – including special dietary needs. Choosing a gluten free dessert can simplify at least one element. The OLC Event Management Team can assist you in managing these logistics efficiently, allowing you to focus on providing a seamless experience for all attendees.

Step 6: Promote Your Event

A well-executed promotional strategy is essential for maximizing event attendance and engagement. Utilize various marketing channels, including social media, email campaigns, and personalized invitations, to create awareness and generate interest. The OLC Education & Conference Center can also support your marketing efforts, leveraging their experience to reach a wider audience and ensure a strong turnout.

Step 7: Gather Feedback and Measure Success

Collecting feedback from attendees is a valuable post-event practice. Send out surveys to understand the level of satisfaction, identify areas for improvement, and gather suggestions for future events. Measuring the success of your corporate event will help you evaluate its impact on achieving your initial goals and make informed decisions for future endeavors.

Planning a large corporate event can be a rewarding experience when executed with precision and creativity. Following these seven essential steps, with the support of professionals like the OLC Education & Conference Center, will ensure your event leaves a lasting impression on attendees, strengthens business relationships, and contributes to the growth and success of your organization. Embrace the planning process, and your event will undoubtedly be a memorable one!

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