At a corporate event, handshakes turn into collaborations, new ideas spark over coffee, and the next big thing is unveiled. A corporate event can be a crash course in industry trends, a chance to level up skills, and a backstage pass to your organization’s future plans.

But corporate events aren’t just about business. They’re about bringing employees, clients, and partners together. They create memories with team-building activities and those “aha” moments that make work feel less like work.

6 Reasons to Host Corporate Events

1. They boost business.

Corporate events offer unique opportunities in a focused setting for your company to:

• Strengthen relationships
• Showcase expertise
• Achieve your goals

2. They enhance employee engagement.

Corporate events provide chances for team members to connect in a relaxed atmosphere. When scheduling, networking, and interactive activities are well planned, a corporate event can create a more positive work culture by boosting morale and fostering teamwork among employees. This can be especially important with a remote workforce. A Gallup survey found that just 28% of people who work remotely feel connected to their company’s mission.

3. They facilitate networking.

All the people working from home still need places to connect. Glassdoor found that about 40% of remote workers feel virtual work makes it harder to connect with colleagues.
Corporate events create platforms for professionals to meet and establish critical connections. These connections can lead to partnerships, collaborations, and business growth.

4. They’re ideal for product launches and promotions.

A corporate event provides a direct platform to showcase new offerings to a relevant audience. When done well, they generate excitement and drive interest and sales.

5. They contribute to brand positioning.

Corporate events enable your company to showcase thought leadership, innovations, and values. This solidifies your position as an industry leader and builds brand reputation among event attendees and beyond.

6. They are flexible enough to match almost any need.

A few event ideas include:

• Trade shows
• Product launches
• Industry conferences or conventions
• B2B, B2C, or both
• Awards dinners
• Company retreats
• Networking events
• Employee appreciation days
• Holiday parties
• And more

Your Corporate Event Planning Checklist

Corporate event production involves several important steps. Here’s a general outline of the process:

1. Define Your Objectives and Purpose: Clearly outline the purpose of your meeting or event. Identify what you want to achieve, whether it’s sharing information, making important decisions, team building, or networking.

2. Determine Your Budget: Establish a budget that covers all aspects of the event, including things like:

• Venue
• Catering
• Audio-visual equipment
• Decor
• Transportation

3. Create a Timeline: Develop a detailed timeline that includes all tasks that must be done before the event, with a deadline for each.

4. Choose a Date and Venue: Select a date that works for most attendees and book a suitable venue. Consider factors that align with your event’s objectives, such as:

• • Location
  • Capacity
  • Accessibility
  • Ambiance

5. Develop an Agenda: Outline the schedule for the event, including the sequence of activities, sessions, breaks, and meals. Distribute this agenda to attendees in advance.

6. Select Vendors and Suppliers: Identify and contract with vendors for services such as catering, AV equipment, decorations, transportation, and more.

7. Design Your Spaces: Develop a theme or design concept for the event, if applicable. Arrange for decorations that align with the event’s branding or purpose.

8. Design and Send Invitations: Create and send out invitations to participants. Use digital platforms, email, or event management tools to streamline the registration process.

9. Coordinate Speakers and Presenters: Confirm the availability and requirements of speakers and presenters. Provide them with guidelines for their presentations, if necessary.

10. Arrange AV Equipment: Make sure the venue has the necessary audio-visual equipment, or rent and set up the AV tech required for presentations, displays, and sound systems.

11. Coordinate Catering and Food Services: Plan and coordinate meals, snacks, and beverages for attendees. Consider dietary restrictions and preferences when planning the menu.

12. Create Event Materials:

13. Prepare for On-Site Management: Assign roles and responsibilities for on-site management, including registration, ushering, tech support, and troubleshooting.

14. Plan Engagement and Networking Activities: Plan any team-building exercises, icebreakers, or networking activities to engage attendees and facilitate connections.

15. Set Up the Venue and Rehearse: Arrive early to set up the venue, test audio-visual equipment, and rehearse presentations to ensure smooth execution.

16. Run the Event: Oversee the event, following the schedule and promptly addressing any issues that arise.

17. Collect Feedback: After the event, gather feedback from participants to understand what went well and areas for improvement.

18. Wrap Up: Complete all financial transactions with vendors, review how successfully the event met its objectives, and assess its overall impact.

19. Conduct Post-Event Follow-Up: Send thank-you notes to speakers, vendors, and attendees. Share event highlights through various channels and capture lessons learned for future events. Save event content to use for future event marketing and promotion.

How to Set Corporate Event Goals and Objectives

Objectives and outcomes for your corporate event should be SMART:
S – specific
M – measurable
A – achievable
R – relevant
T – time-bound

Also consider the preferences and needs of your target audience so you can tailor the event to their interests and priorities.
Here are common corporate event goals:

• Industry Insights and Trends: Stay updated on shifts in your field. Gain valuable knowledge about emerging trends that impact your business strategy.
• Networking and Relationship Building: Forge connections with fellow professionals, opening doors for potential collaborations and partnerships.
• Knowledge Sharing and Education: Engage with experts and enhance your skillset through informative sessions. Take away practical insights that help you excel in your professional journey.
• Team Building and Employee Engagement: Participate in team activities that foster stronger bonds among colleagues, boosting team morale and creating a more cohesive work environment.
• Product Launch or Promotion: Get an exclusive preview of new offerings or initiatives. Explore the features and benefits that could shape your business landscape.
• Client or Stakeholder Appreciation: Express gratitude to those who support your endeavors. Show appreciation for their contributions and solidify relationships.
• Professional Development and Training: Attend workshops to enhance your competencies. Acquire valuable tools that contribute to your personal and professional growth.
• Thought Leadership and Brand Positioning: Share your expertise and insights, positioning your brand as a thought leader in your industry. Showcase your credibility and knowledge.
• Information Dissemination and Updates: Stay informed about relevant changes and developments. Receive timely updates that can influence your strategic decisions.
• Fundraising or Charity Support: Contribute to charitable causes. Support initiatives that align with your values and create meaningful change.
• Celebration and Recognition: Recognize achievements and milestones in your organization. Celebrate the collective efforts that drive success.
• Cultural or Diversity Celebration: Celebrate the richness of diversity in your organization. Embrace different perspectives and backgrounds that enrich your workplace.

How to Make Your Corporate Event Memorable

Craft a successful corporate event by infusing purpose, creativity, and personalization.

• Design a unique theme that resonates with your brand and with attendees.
• Incorporate interactive elements—from games to workshops—that engage participants and create lasting memories. 
• Surprise attendees with unexpected moments, like special guest appearances or innovative tech showcases. 
• Personalize experiences through tailored networking opportunities and customizable takeaways. 
• Keep the event purpose-driven, aligning activities with your organization’s mission.

By orchestrating a blend of engagement, entertainment, and meaningful connections, your attendees will remember your corporate event long after it’s over. 

How to Promote a Corporate Event

Unless it’s purely internal, marketing a corporate event is crucial to reaching your target audience. And it requires a strategic blend of digital and traditional tactics. Here are some ideas:

• Leverage social media platforms to create buzz with eye-catching visuals; consistent, engaging posts; and an event hashtag. 
• Design a captivating event website with clear information and easy registration.
• Collaborate with industry influencers to widen your reach. These partners can promote your event on their own channels and yours.
• Craft an email marketing campaign to keep potential attendees informed of everything they don’t want to miss.
• Consider partnerships to increase visibility. These could include media coverage, event sponsors, and social media influencers.
• Utilize targeted ads on platforms like Google and social media. 
• Employ word-of-mouth by encouraging attendees to invite colleagues. 

By harnessing these methods, you’ll maximize event exposure and ensure a strong turnout. Consider using a corporate event marketing professional to make sure all your bases are covered.

How Can a Full-Service Corporate Event Planner Help?

A full-service event planner is invaluable when organizing and executing a successful corporate meeting or event. Their expertise and experience can alleviate the stress of planning, allowing you to focus on your core responsibilities.
Here’s how a full-service event planner like ProExhibits can help you design and create a memorable corporate event:

Expertise and Experience: Event planners have extensive knowledge of event management, including logistics, vendor relationships, and industry best practices. They leverage their experience to ensure your event runs smoothly.

Strategic Planning: Event planners help you define clear goals and objectives for your event. They’ll work with you to align your event’s purpose with the overall mission of your organization.

Budget Management: Event planners create a comprehensive budget that covers all aspects of your event. They can allocate funds effectively, helping you avoid overspending.

Vendor Selection and Management: Event planners have a network of trusted vendors and suppliers. They can help you choose the right ones for your event, negotiate contracts, and manage these relationships.

Venue Selection: Based on your event’s needs and preferences, event planners recommend suitable venues.

Logistics and Timeline Management: Event planners create detailed timelines and schedules for the entire event, ensuring all tasks are completed on time. They manage logistics like setup, catering, transportation, and more.

Design and Creativity: If your event requires a specific theme or branding, event planners can design the visual elements, decor, and materials that align with your vision.

AV and Technology Setup: Event planners have expertise in AV equipment and technology requirements. They can set up presentations, displays, and sound systems and ensure they’re functioning properly.

Attendee Experience: Planners develop engaging agendas, incorporating team-building activities, icebreakers, and networking opportunities to enhance the attendee experience.

Catering and Food Services: Event planners can coordinate catering, taking into consideration dietary restrictions and preferences to make sure every attendee has a satisfying dining experience.

On-Site Management: On the day of the event, event planners are on the floor, overseeing all aspects, from registration to troubleshooting. This allows you to engage with attendees and fulfill your role without distractions.

Problem Solving: Challenges can arise during events, and corporate event planners are skilled at finding quick and effective solutions.

Post-Event Activities: After the event, event planners can assist in collecting feedback, analyzing the event’s success, and identifying areas for improvement.

Benefits of Working with a Corporate Event Planner Like ProExhibits

Time Savings: By outsourcing the planning process to a professional, you save time and energy that can be directed toward your core responsibilities.

Reduced Stress: Organizing an event is stressful. Having an event planner allows you to enjoy the event and interact with attendees, knowing all logistical details are managed.

Flexibility and Customization: Event planners like ProExhibits tailor their services to your specific needs. Whether you need full-service planning or assistance with specific aspects, their offerings can be customized.

Ultimately, a full-service event planner brings their expertise, creativity, and resources to the table, contributing significantly to the success of your conference. ProExhibits has a corporate entity called ProGlobalEvents with a focus completely on designing and producing extraordinary corporate events. 

Let’s talk about how we can help.

What You Can Expect from ProExhibits

By working with our sister company ProGlobalEvents, we have the experience, insight, and innovation to create exactly the event you have in mind.

Venue Management

Put the stress of venue management on our shoulders. Venue management often involves:

• Finding and vetting venues and negotiating contracts
• Visiting and inspecting the site
• Working with preferred or exclusive vendors like internet and communications, electrical, catering, and security
• Organizing graphics, furnishings, and temporary décor
• Managing AV setup

Staffing

Staffing isn’t just about finding people; it’s about finding the right people for the job. And once your event begins, staff management requires people skills and organizational skills. With ProExhibits on your side, all of this is a snap.

Managing staffing for a corporate event might involve:

• Hiring staff as needed, plus contract negotiations and organizing payments
• Providing branded apparel and any other items staff need for their jobs
• Liaising with managers and directing staff to confirm roles and responsibilities and ensuring all tasks and functions are fulfilled during the event

Event Design

Corporate event design includes the visual aspects of your event, plus website and digital media development, event and venue branding, the attendee experience, and all the other touches that result in the spectacle you’re imagining.

When you work with ProExhibits, this is our job. From producing a cohesive event theme to planning the perfect attendee experience. From stunning visual branding to bold experiential elements that showcase your brand. From digital media that integrates across every relevant marketing channel to practical, responsive website design.

Corporate Event Registration

Coordinating registration doesn’t have to be a headache. We can set up:

• Registration and ticketing processes online
• Registration stations at your event
• Security checkpoints
• Payment processing stations 

Guest Database Management

Many meetings and events generate large amounts of attendee data, especially if you’ve planned a hybrid or virtual event. That data can be useful for marketing and other purposes, but not in its raw form. That generally means using multiple methods to capture data and then organizing it in a database. 

This is made easy with ProExhibits. From small niche events to huge trade shows and conferences, we’ll devise a system that keeps your event data organized and usable.

Signage and Messaging

We can provide the perfect signage, messaging, and other visual elements for your corporate event; for instance:

• Directional signs and event maps for the venue
• Promotional messages
• Digital displays, media walls, and onscreen presentations

We have signage options including, but not limited to: 

• Floor, window, and wall graphics
• Banners and flags
• Hanging signs
• Step-and-repeat graphics

Event Marketing

Before event marketing can begin, you need to identify your target audience and determine how best to prove to them that your event is a “can’t-miss” occasion. Marketing strategies need to resonate with the right people and deliver a campaign that connects them with you quickly and meaningfully.

A corporate event marketing campaign might involve:

• Market research and developing audience avatars
• Marketing strategies that target and engage your audience, such as social media, email, and content marketing; influencer partnerships; and event website development
• Planning and executing a full marketing strategy for each day, including content updates, social media posts, press releases, etc.

Catering/Food and Beverage

Organizing catering for an event is relatively straightforward if your venue has in-house catering, but not every one does. Working with ProExhibits makes event food and beverage simple because our wide-ranging industry relationships ensure you have plenty of options, from snacks to banquets and buffets and everything in between.

Audio Visual and Technology Integration

Corporate events rely on some level of AV technology. If you want to include virtual reality, virtual meeting, or hybrid event elements, things can get complicated…

Unless ProExhibits is involved. Besides the experience and connection to manage traditional audio-visual needs, our association with XtendLive gives us a leg up. XtendLive is a full-service virtual and hybrid event development company that makes high-tech live event experiences and immersive, interactive virtual meetings reality.

Corporate event AV and tech integration might involve:

• Determining requirements for your event, including equipment and personnel
• Overseeing tech setup, site visits, and pre-event testing and walkthroughs
• Management during the event to ensure all audio and visual elements perform well and on schedule

Agenda and Run-of-Show Management

With ProGlobalEvents on our team, we plan and execute corporate events of all sizes, in a range of industries. With our level of experience, we know where pain points are for many corporate events. That lets us build show management documents that account for every detail without losing sight of the big picture.

Agenda and run-of-show management might include:

• Developing an agenda that addresses event goals with appropriate event content
• Run-of-show development, including technical cues, scripts, and other tools to manage a production schedule
• Production management during your event, including overseeing run-of-show to ensure the event is executed flawlessly

Entertainment

ProExhibits can help you develop a shortlist of entertainment options, contact them, and negotiate contracts. On the day of the event, we’ll manage the talent to keep everyone happy. 

Travel and Hospitality Coordination

Working with professionals like ProExhibits gives you a huge advantage when it comes to coordinating travel and hospitality. Thanks to our extensive experience in event management, we have plenty of industry contacts.

Travel and hospitality coordination for a corporate event might involve:

• Working with hotels and other local accommodations to book blocks and secure attendee discounts 
• Coordinating with travel vendors for shuttles, taxis, and other modes of transportation
• Arranging VIP perks such as wine tasting, gastronomic experiences, or other local specialties

Corporate Event Accounting

To get the most value out of your event budget—not just stay within it—you need to know when to save, when to spend, and how to negotiate for what you need. Hand us the wheel, and we’ll guide your event to a successful conclusion, on budget.

And if you don’t have a formal budget yet, let’s meet and discuss your needs. We’ll help you put one together.

Exhibit Displays

We are a one-stop-shop for professional exhibits and displays. Our massive Northern California warehouse allows us to build trade show booths and signage on site. You can even stop by to see the progress, if you’re local!

Why should a corporate event be on your calendar? Because it’s not just an event: It’s a catalyst for growth, a relationship builder, and a chance to show your brand’s best side.  A successful corporate event turns a regular day into an extraordinary day, leaving everyone inspired and ready for the next challenge.

Ready to plan yours? Contact ProExhibits today!