No matter how much we share on social media, nothing can replace personal interaction.
Hosting a business event can help you connect with clients and other professionals. Examples of such events include networking events, awards ceremonies, and office openings.
When done well, business networking events can make a strong impression. They can also become regular events on your calendar. These events can boost your company’s profile more than a busy LinkedIn page ever could.
Event management can be simple. The main parts are planning a venue, inviting the right people, sharing information or entertainment, and providing refreshments.
You may already have a good reason to hold an event. This could be an anniversary celebration or a product launch. Or it might be something you do regularly – a charity challenge launch or an awards event.
Tips for hosting a business event
Audience
Deciding on the target audience for your business event is crucial. Is it invitation only for valued clients, for instance, or is it open to anyone who wishes to attend? You should reach out to the right people as early as possible, as it is essential.
Structure
Once you know your audience, think about what they will expect from the event. If it’s an office get-together, drinks and canapes will be fine. However, if it’s an awards ceremony, it might call for a three-course dinner with entertainment.
If you’ve taken the time to get the right people there, you want to create a good impression. Make sure they are well taken care of. Provide chances to mingle and, even informally, to network professionally.
Theme
Make sure people know why they are being invited. It may just be that you want to reward them for their business, or that you feel the subject of the event will be of use and interest to them.
If there’s a guest speaker or panel, followed by a question-and-answer session, make it clear that it’s interactive, business-led and relatively formal. If it’s drinks and the chance to network and swap business cards, that will feel more relaxed. It should always be fun, but people need to know what to expect.
Location
Choose a venue that works with the numbers you think will attend. A room that’s too small is just as bad as a room that is too large. Get it right and your guests will be comfortable without feeling cramped, or worse, being in a room that is too big and looks like a lot of people didn’t turn up.
Think about ease of access. Will your guests have to travel far? Most venues will help with setting up and offer advice on audio-visual equipment and optimum numbers. They should also be able to recommend local services such as caterers.
Planning
Once you’ve established what type of event you want to stage, make sure you handle the planning stages well. Send out invitations and then respond to replies, checking things like dietary requirements if relevant.
Book catering based on the number of accepted invitations. However, add a few extra meals. With catering, it’s always better to have too much than too little.
Have an agenda for the event, no matter how informal. A speech from someone from the host company will give some structure. Make sure you have indicated a finish time so people know when it’s time to leave.
Follow up
Contact all those who attended to thank them. If there was a photographer at the event, send a link to the photographs and ask people to post them on social media.
If it’s a regular event, remind people of the date for the next one or when you will release details about it.
Depending on the event, invite feedback. Maybe a questionnaire asking about the venue, food, host etc. And take note of that feedback ready to make things even better next time.
Our sister company GIANT provides tailored event planning services. If you need help planning an event that fits your business goals, call 01604 250 900 or email info@gogiant.co.uk.
