corporate-events

The December holidays are just over the horizon. As everyone prepares for some much-needed downtime, companies across the country are celebrating with end of year corporate functions to reward staff and thank their patrons. Unfortunately, not all end of year corporate function ideas are equally advisable. Depending on the size of your staff, your location, and the all-important budget, planning an end of year soiree that leaves all parties with a smile on their face isn’t an easy task. While we can’t give you extra money to play around with, or magically transport your employees to a five star island getaway, we can provide you with some insight on the types of corporate function ideas to avoid at all costs.

If you’re still deliberating over several potential year-end corporate function ideas, read on to make sure yours isn’t one that’s set up for failure from the moment the canapes are served:

1. Hiring corporate entertainment that will leave your guests less than impressed

You’ve got the world-class venue, a mouth-watering menu and a group of guests who want to let their hair down – but no corporate entertainment to speak of. As most entertainers are already booked, you’ve settled on a stand-up comedian you eventually found on the seventh page of Google. We hate to break it to you, but opting for entertainment that you’ve never heard of is risky business. When it comes to corporate functions – events that are typically populated with stakeholders and influential guests – gambling on an act that you’ve never seen or heard anything about can end up in disaster. At best, your guests will be left cringing in their seats as they’re regaled with jokes that should never see the light of day. At worst – the audience will be left offended by inappropriate quips that go against your company culture. If you’re still on the lookout for an entertainer, we suggest foregoing this aspect and spending the budget allocated on other aspects of your event.

2. Hosting a cocktail party that’s heavy on the liquid refreshments is a recipe for disaster

Everyone loves a cocktail party. But forking out for drinks and leaving little budget left over for food is a corporate function idea that’s asking for trouble. Everyone wants to let their hair down, but no one wants to see their colleagues inebriated. If an evening cocktail party is one of the corporate function ideas you’re considering, proceed with caution. As with everything in life – striving for balance is key. Make sure that you’ve briefed bartenders to avoid any heavy-handed pouring, and have instructed catering staff to serve a steady stream of snacks throughout. A good way to safeguard against anyone having a few drinks too many is to serve non-alcoholic welcome drinks along with a hearty spread of carb-heavy canapes. Have sparkling water and soft drinks readily-available to further mitigate against any over-indulging.

3. A themed end of year function that can be misconstrued as a chance to don as few items of clothing as possible, or worse – an opportunity to make light of a serious issue or minority group

A dress-up themed function is one of the corporate function ideas that can often fall flat. Opting for a set sartorial theme can be a great way to get guests into the holiday spirit – but be prudent about your choice. We suggest refraining from any theme that can end up as potentially offensive to a cultural or religious contingent in your guest list. Instead, opt for a dress code that lets guests show off their own style, but plays it safe. Horror stories of Swine Flu, Cowboys and Indians and Toga-themed parties abound – so avoid these at all costs. Instead, choose something that lets your guests show off their own style, in a way that’s non-offensive. Black tie, blue-and-white or a roaring 1920’s dress code are all safe bets.

While we can’t tell you how to run your end of year corporate function, we can make it easier for you. Find out more about our corporate event planning software, here.

As they say, it’s all in the numbers. When it comes to corporate events, it’s imperative that you track your guests’ attendance – for a number of reasons. (We’ll get into those below.) We’re devotees of data, which is why we coined the term ERM. For those of you unfamiliar with the term, Event Relationship Management is the process whereby data is collected and analysed in order to create events – as well as marketing strategies – that resonate with guests. Without any insight into who attended your event – and who didn’t – providing your guests with an experience that will result in ROI is akin to trying to find a parking space in Ballito over December – futile.

Your event attendance report provides you with the necessary insight to give guests an engaging experience of your brand – from your event right through to your marketing materials

Being able to collect information about your guests’ demographics means that you’re able to pinpoint who your target market is, and then build marketing strategies, products, services and future events around their needs. When compiled correctly, you’ll be able to build a crystal-clear picture of who your guests are, giving you a solid foundation upon which to build future brand touchpoints.

An attendance report makes it easy to identify trends in your guests’ attendance

By analysing event attendance metrics, you’ll be able to identify patterns in your event attendance that may previously have gone unseen, and which may be costing you money. For example, you may notice that one guest repeatedly accepts your invitations, only to never show up. Or that another guest who failed to RSVP ended up arriving at the last minute – with partner in tow! Having access to this information will assist in deciding which guests to invite to future events, as well as give you insight into how many guests, on average, show up announced – helping you to cater to the fact.

Your attendance report – when compiled via the use of corporate event planning software – guarantees that your data is accurate

Not all data is equal. Counting the number of left-over name tags post event is a far cry from having access to that information via software that was updated as guests arrived. Unfortunately, far too many event planners do this manually, leaving room for error as data is captured the old-fashioned way – with pen and paper – and then inserted into an Excel spreadsheet. This tiresome process is not only outdated, it’s moot too. Corporate events can be expensive marketing affairs, which means that it’s crucial your numbers aren’t skewed when working out whether or not your budget was put to good use.

A comprehensive event attendance report requires an easy way to input information into a central repository that’s updated in real time

In order to ensure that the data gathered in your attendance report is accurate, you’ll need to have Event Management Software at your disposal. Our  enables you to collect, store, update and then analyse all of your event data. Make sure your attendance reports are accurate. Find out more about our software, here.

While all corporate events require vigorous planning and execution, they vary immensely: size, corporate culture and marketing objectives all play a part in what the final event looks and feels like. Differences in heritage, language and nationality also play a vital role in how the event is planned, as well as the types of guests and their preferences. Here we take a look at five corporate events from around the world to examine the ways they differ, as well as their similarities.

1) Deutsche Bank’s Women in European Business, London, UK

Since 1995, Deutsche Bank has been holding its annual Women in European Business (WEB) event to reflect on the role of women in business. 2014’s theme was “Impact: Be the Inspiration. For business. For society. For you. Each year the conference seeks “…to display role models for women who are in different phases of their career who can inspire us to do our own jobs and make an impact”, explains Pam Finelli, chair of WEB committee in the event’s recap video. Lasy year saw 1,800 people assemble for a three hour motivational conference at London’s modern and innovative Barbican Theatre. Speakers included actor and activist Joanna Lumley as well as other celebrated women from finance, media and academia.

2) Wal-Mart’s Annual Shareholder Meeting, Arkansas, USA

Every year Walmart’s President and CEO Doug Mcmillon hosts the retailer’s annual shareholder meeting at the University of Arkansas’ basketball arena, which is named after Wal-Mart co-founder, Bud Walton. With a seating capacity of over 19,000, last year’s event was a very lively affair, with thousands of the store’s branch managers and employees taking part in a three hour odd spectacle of performances, banter, speeches from directors and singing of the national anthem. Last year, Pharrell Williams took to the stage as well as American Idol’s Harry Commick Junior. Imagine trying to organise an event of that scale without corporate Event Planning Software!

3) Gazprom’s sixth Fakel Festival in Belgorod and Sochi, Russia

The Russian power utility’s Fakel festival opened in Belgorod in October 2014 at the Kosmos Sports Palace. The festival is a multi-round pageant celebrating dance, performance and other creative arts such as painting and involves participants of all ages from Gazprom’s 37 subsidiary companies and organisations. The festival culminated in a lavish concert held in Sochi (home of the 2014 Winter Olympics) in May 2015. The event involved over two thousand guests and participants and pooled together creative talent from China, France, Germany, Slovenia, Armenia and Krgystan.

4) The Ferrari Cavalcade, Rome, Italy

The fourth Ferrari cavalcade took place in June this year and saw over 100 Ferraris owners take to the roads of Rome and surrounds in their “Prancing Horses”. The five day event took the drivers on a beautiful route beside lakes and sea as well as to the Vallelunga racing circuit where they got to put their horsepower to the test. Included in the festivities were al fresco nighttime dinners in the city, fireworks and a Vatcican City Soiree. What a spectacular way for the brand to create a close bond with its clients and form a tight-knit community among Ferrari owners.

5) Mitsubishi’s Design Challenge, Japan

The Japanese car manufacturer holds annual internal corporate events aimed at encouraging employee creativity and motivation. With the motto “your inspirations light up the future”, their Design Challenge is automobile-focused and has seen some interesting innovations offered by staff. One example is a car with a built-in fridge to keep food fresh; another is an accident-preventing car that can turn into a suitcase. The five events demonstrate how varied corporate events can be. The one thing that all corporare events do have in common is superb event planning and management. Software has taken event planning to new levels. Contact us to find out how corporate Event Planning Software can help you plan an incredible event.

The majority of corporate events feature one, or several speakers. Regardless of whether your speaker is an international industry expert, or an internal head of department, your approach to your speakers can make, or break your event. Careful consideration needs to be applied to the order of your line-up, your pre-event publicity and the quality of the presentation itself.

The level of publicity you run prior to an event depends on the type of event you’re managing.

If you’re organising a global conference, your event is bound to feature several prominent speakers. Some may be more well-known than others, but be careful of punting the bigger names only – it’s not unheard of for prominent speakers to cancel at the last minute. Instead, give adequate exposure to lesser-known speakers too. We’ve seen events companies create substantial hype about an international key-note speaker, only to have the speaker miss his flight – leaving them without the star of the show. If you are going to publicise a certain speaker, make absolutely sure that they are in fact going to attend. We suggest using other facets of the event to garner attendance too – whether it’s your incredible venue or the exclusivity of the event. That way, you’ve covered all of your bases – safeguarding against disappointing guests.

If one of your bigger names cancels, the reputation of your event won’t be extensively damaged.

Advertising internal corporate events that consist of staff speakers require a different approach.

Corporate events run within a company can also benefit from pre-event publicity – but not in the public sphere. If you are going to advertise the line-up, make sure that this is done strategically. The last thing you want to do is discourage guests from attending – purely because they don’t want to sit through anotherfaux-authentic pep talk by the head of HR. If you want to avoid an auditorium of empty seats due to guests being less than enthusiastic about a certain speaker, refrain from publicising the line-up. Instead, advertise other features or elements of the event.

Be strategic about the order of speakers in order to avoid lulls in audience attention.

Some corporate events planners are of the opinion that having their main speaker talk at the very end of a conference or workshop will ensure that guests stay throughout the day. Unfortunately, by the time the speaker takes the stage, many guests will have lost interest and subsequently left. If you want to make sure that your speakers are presenting to a full house, your line-up needs to be created strategically. Scatter prominent speakers throughout the day – alternating between presenters who’re well known, and their less-recognised peers.

Brief your speakers before the event in order to ensure that guests are engaged at all times.

Corporate events that feature interactive presentations given by charismatic individuals are those that garner the highest amount of guest satisfaction. Make sure that your speakers have a thorough understanding of what’s expected of them – visually-based, multi-media talks that are presented in a relaxed, conversational way are those that resonate. Equipping speakers with an iPad and a lapel-mike will enable them to walk around the stage or venue – a method that immediately puts both them and your guests at ease.

Why your corporate entertainment is more important than you think

People love a good party. While your corporate events aren’t designed to be a complete knees-up, your corporate entertainment plays a bigger part in achieving your marketing and brand goals than you’d think. We are all emotional beings and are far more influenced by the emotions instilled in us by direct experiences than by bold statements and words. While you want your function to be a professional reflection of your company’s image, letting your guests let their hair down a little will actually help you reach that return on investment you’re aiming for.

Corporate entertainment doesn’t just give guests a good time – it lets your attendees sell your brand and the brand sell itself

Your corporate entertainment is designed to make your guests feel special – be they employees, suppliers, current clients or potential clients. When people are relaxed and happy, they are a lot more receptive to your company’s messages than when they are sitting in the boardroom. Not only that, but corporate entertainment is the fuel which will start spreading a fire of conversation during and after the event. Tweets, pictures and conversations will be generated, drawing attention to your brand. These conversations will convey your key messages much more effectively than a tweet directly from your business stating those brand messages in plain terms.

Your event isn’t just entertainment for entertainment’s sake: it helps to achieve strategic goals

As well as being enjoyable, your entertainment can facilitate networking, help you deepen your relationships with clients, boost the morale – and the productivity – of your workforce, help you launch a new product or service and also provide a fun backdrop if education is the focus of your event. You’re more likely to remember and stay loyal to a brand that puts on a memorable event than the brand that simply emailed or cold-called you. The only way to be seen and heard through the noise of the digital space is to connect with your stakeholders in the real world.

Choosing the right corporate entertainment is the deciding factor in whether your event is successful or not

Providing entertainment merely because it’s expected, isn’t enough. Corporate entertainment must do more than just entertain – it must be meaningful for those attending. How would you feel if you went to a corporate event and they’d hired an unprofessional, untalented band to play a couple of songs? You’d think that company was unprofessional and half hearted. Even if your company has a budget that would make NASA look feeble and you hired Justin Bieber to perform – thinking his status and following would earn your brand kudos – the money spent would have been wasted if your attendees were predominantly male and over the age of 50.

Choose entertainment that bridges that gap between your guests’ interests and your brand image

This is where knowing your guests comes in. Find out their preferences and background. Then choose entertainment that will interest them. Whatever you choose – a comedy show, DJ, outdoor movie screening, cooking class – make sure the impression it gives is also the impression you want people to form of your brand. If your company is ahead of trends and innovative, perhaps having an interactive gaming arcade or a print-your-own 3D printing attraction might be the way to go. Factors like the venue, time of day and whether the objective of the corporate event is team-building or networking will also influence your final choice of entertainment.

Getting to know your guests, even if that number is in the hundreds, in a detailed way can be made fast and hassle free with Event Management Software. Get in touch with us and we can advise you on how to incorporate our Guest Concierge Management Software into planning your next event.

Investing in corporate event planning software pays off – big time. Unfortunately, when you’re pitching event management software to your marketing or procurement department, you’re probably used to a resounding response of “choose the cheapest option.” While procurement and marketing may think that paying as little as possible for this event planning resource is a good idea, they’re inadvertently putting the quality and success of your company’s events – and bottom line – in jeopardy.

If you’re trying to get your brand to invest in corporate event planning software, here’s what needs to be made clear to the powers that be:

Throwing money at an event without knowing anything about your guests is brand suicide.

No matter how big your budget, your events need to be strategically planned in a streamlined manner via an automated tool. Attempting to plan, execute, manage and then repost on a corporate event manually leads to disaster. Achieving your brand’s marketing objectives relies on an informed approach, via the use of an intelligent events management tool.

Events that are planned without sufficient data result in a loss.

Corporate events are all about the bottom line. As a corporate event planner, the success or failure of an event is on your head. In order to make sure that your event budget is invested wisely, you’ll need information about your guests at your disposal. There’s no use in flying in a Michelin starred chef who’s infamous for his chocolate-chilli Argentinian steaks, if a large portion of your guest list consist of vegans. In the same vein, spending R500 per head only to watch in horror as a mere third of your guest list arrives is a situation that can be avoided entirely.

By using the insight you gain into your guest list via a corporate event management tool, you’ll be able to ensure that your budget is well spent.

If you aren’t able to do this, the best case scenario will be that your event breaks even, and the worst case scenario will be that your event results in a loss. To spend millions on an event that no one attends is career suicide. Which means that corporate event planning software is essential in order to ensure that your event budget is well spent. .

Having the best tools at your disposal enables you to compete with big league brands.

The corporate event industry is incredibly competitive, and if you want to compete with international brands, it’s imperative that you have the upper hand when it comes to event planning tools. Big companies may have bigger budgets, but if they’re not equipped with event planning software, their money is essentially wasted. In summary, events that succeed in meeting marketing objectives as well as in ROI are the ones that are strategically planned, instead of the events that have the biggest budget.

Corporate event planning software gives you access to crucial data about your guests.

If you’ve read some of our previous blogs, you’ll know that a data-driven event is one that engages your guests by offering them a relevant experience that’s of value. Without a clear picture of who your guests are, creating an event that results in ROI is near impossible. Having access to information about your guests is crucial; corporate event management software not only enables you to collect this information, but to securely store it for future use.

Corporate event planning software elevates your entire marketing strategy.

Thanks to its data gathering tools, the information collected via event management software can be used to inform your entire brand offering. We recently wrote a blog about how your events are the focus groups of the future. Capitalising on the fact that your guests have just interacted with your brand relies on conducting a post-event survey – something that’s only possible via the use of sophisticated event planning software. Ready to find out more about our corporate event planning software? Head on over here.