Successful organization of a professional event: the pre-event
The success of a professional event, whether it is organized in Deauville or elsewhere in France, depends on rigorous planning of every detail before, during and after the event. The success of your corporate event depends on the many people involved and the proper sequencing of the organizational steps. First of all, it is important to clearly list the intentions that motivate you to organize your business event. You will then highlight the key performance indicators that will allow you to measure the achievement of the objectives of your professional event.
Determine the objectives of your corporate event
Throughout the year, you can take advantage of many opportunities to gather or bring together your teams, partners or a targeted group of people who interact with your organization. But before defining the main lines of your professional event, you must ask yourself some important questions. The answers to these questions will allow you to define the objectives of your professional event:
- Why are you holding a corporate event?
- What goals are you trying to achieve?
- Is the purpose of the business event to encourage change? To develop a corporate culture?
- Is the purpose of the business event to train? to persuade? to encourage?
- Is this professional gathering an opportunity to celebrate an event? To create emulation around a product or service launch with high added value? Celebrate a company anniversary? To thank your teams?
- The organization of a professional event can also allow you to convince or reassure investment funds
The answers to these different questions will allow you to define clear objectives that can be professional, human, financial. The success of the organization of your professional event is intimately linked to the definition of clear and realistic objectives. The CID Centre de Congrès de Deauville event team advises you to have ambitious but attainable objectives.
Congrès dans les halls du centre des congrès de Deauville
Formation of the steering committee for the professional event
Once you have your objectives in mind, you must form a steering committee that will share your vision and work towards the goals to be reached. One of the keys to success in organizing a professional event is the involvement of the employees. The person in charge of the organization of the event, assisted by his team, will be able to think about an action plan with the deadline in mind: the D‑day of the professional event.
The perfect team to serenely organize your event will be made up of people of different sensitivities, if possible with all hierarchical levels, in order to concentrate all the energies and share the different views. For a successful corporate event, make sure to form the most harmonious team possible.
Make the retro planning of the professional event
The organization of a seminar or any other professional event cannot be improvised. The key word is: ANTICIPATION. To make your event a success, give yourself enough time to organize it. By following a backward planning, your management team will be able to control the different key stages of the event’s organization on a daily basis. This roadmap will allow you to focus on the objectives of the day to avoid any unnecessary delay and stress as the D‑day approaches.
What is the target audience of your professional event?
In order to deliver the right messages at the right time and to the right people or participants, it is essential to clearly identify the different guests for your corporate event. Indeed, depending on the type of event you are organizing, it may be useful to restrict your target. When writing the guest list, you must ask yourself this question: What is the interest for each guest to participate in your event? This question is linked to the event objectives you have previously set.
How to get the interest of the participants of the professional event?
To get the attention of your guests, collaborators, and partners, it is important to think about their potential return on participation, a kind of ROI — return on investment -. Before responding favorably to your invitation, guests and participants will probably ask themselves the important questions:
- What is the value of my participation in this event?
- What will I gain by attending the event?
- What will I gain by participating in this event?
- Why should I spend my time at this event to which I am invited?
If you identify the potential benefits of your various targets, this can help you to develop the best list of participants: A large number of them will then respond favorably to your invitation.
What is the budget for your corporate event?
Once the reason for the event and the objectives have been clearly established, you will think about the budget. You must estimate all the expenses. Below is a list (not exhaustive) of the needs to be financed that you must think about for the success of your corporate event:
- Rental costs of the place or the room where the event will take place
- Travel expenses: for how many people? what are the preferred means of transportation? etc…
- Accommodation costs in case the event takes place over several days or accommodation costs if one party has to stay at the event location for the preparation of the D‑day
- Catering costs: morning coffee to welcome participants, snacks, lunch break, drinks, aperitif, etc.
- Staff costs
- Technical and material expenses
- Cost of the event animation
- Cost of activities (if included in the program)
- Marketing and communication expenses
- Contingency margin: this envelope will be used to deal with unforeseen events (because there will almost always be some).
To help you, download the typical budget for an event organized at CID Deauville.
Organizing a professional event: plan a contingency fund
Even with the best planning, the best anticipation, you will never be safe from the unexpected. With this in mind, it is important to set aside a fund that will allow you to deal with any surprises. Don’t hesitate to discuss these points with your insurer to ensure that you have the best coverage for the unexpected.
What is the best time to organize a professional event?
How to choose the right period to organize a professional event, a company seminar or a professional meeting? This question often comes up when you are preparing your business event. Should you organize your business event at the beginning of the week? Is organizing a seminar on the weekend the best option?
Organizing a corporate event at the beginning of the week
Organizing your corporate event at the beginning of the week can be an excellent opportunity to start the week well by reboosting the employees. However, you must take into account the weekend activity of your participants who may show signs of potential fatigue. After a weekend, company employees also appreciate a quiet time at their workplace to answer “urgent” requests and plan their week.
Organize a corporate seminar on the weekend
Organizing a professional corporate event on the weekend can be a good option to end the work week. Teams and participants are often more relaxed. The weekend is also one of the best times to carry out team building activities to strengthen the cohesion of the employees.
The weekend option to organize a professional event
There are several reasons why companies may choose to organize a seminar or a professional meeting during the weekend. Just keep in mind that you need to have solid reasons to gather the assent of the participants during the weekend. You will spend energy and budget to prepare a professional event: without an appropriate date, you risk having many empty seats for the occasion.
Check your competitors’ event calendar for the same period
Before choosing a date for your professional event, it is important to take a look at your competitors’ event calendar for the same period. This precaution will avoid you to compete unnecessarily, especially if you have the same partners or guests likely to be interested in both events.
Check the event calendar of your partners
If you have to invite partners to your corporate or professional event, it is a good idea to check if the partners in question do not already have events scheduled for the same period. If you still need to hold your business event the same week as your partners, make sure you have a few days of spacing between the two events.
Avoid the trap of large sporting events
Sporting events bring a lot of people together in front of their screens or at the stadium. Organizing an event during a big UEFA Champions League evening, during the World Cup final or during a big tennis match, is the insurance of not being unanimous for your professional event. Taking into account the sports calendar is very important if you want a good participation rate at your company party for example.
Political moments can be detrimental to your business event
Politics is a regular occurrence at different times of the year in the life of a nation. Taking into account the major political moments is one of the precautions to take when organizing your professional event.
Organization of a professional event: taking into account the school calendar
For employees, partners, clients, prospects… some of whom are also parents, it is of utmost importance to take into account the school calendar. If you have to invite participants from other departments to your event, you must take into account the calendars of the different school zones in France. This routine check will prevent you from scheduling a nationwide event during the school vacations of certain zones.
Availability of suppliers for your professional event
Caterers, sound engineers, security agencies, event agencies are all suppliers you may need for the smooth running of your corporate event. To avoid having to find last minute alternatives that are usually more expensive and stressful, you should check in advance the availability of the main suppliers for your professional event. Note that the event venue you will choose has a panel of providers: it will be able to offer you their services, this is even more true if it is a “delocalized” event: the knowledge of the local economic fabric of the destination will be useful to judiciously select the best providers.
How to choose the place for your professional event?
Choosing a venue for your event is not always easy. The challenge is to find the right venue for your event and your budget. To do so, you must take into account several criteria to validate and book the right place to organize your professional event, company seminar, incentive, etc. .… Here are some points to check:
- Clearly identifying the nature of your event and the type of guests will allow you to draw up a short list of possible locations.
- Check the different capacities and the availability of the different rooms.
- Make a tour of the proposed services to put them in parallel with your needs: the hotel capacity will be a crucial point if the guests will have to stay in the chosen destination.
- In order to put your guests in the best conditions, you must check beforehand, the ease of access of the place where your professional event takes place.
Catering: an important element for the success of a professional event
Welcome coffee, lunch break, cocktail are all pleasant moments appreciated by the guests of a professional day, a team building, a seminar… Just like the choice of the reception room, the catering is an element not to be neglected. Anticipation is the key to finding quality caterers. Once again, if it is a national event, a convention center or any other reception venue will be able to recommend the best caterers. Keep in mind that catering can be an important part of your budget.
Communication to make your professional event known
A website dedicated to the event
To give a good web visibility to your event, it is recommended to dedicate a website to it. Well optimized for search engine optimization, this website will be able to broadcast valuable information about the event, provide information and answers to possible questions from participants.
Invitations, mailings and or letters?
To invite guests to the event, several solutions can be used. It is possible to send invitations by post or to use e‑mail or mailing. Whichever method of invitation you use, don’t forget to include the program of the event with your invitation.
DOWNLOAD THE SAMPLE PROGRAM OF AN EVENT
The visibility of your professional event on social networks is important
If you want to expand your audience, social media is an essential tool to promote your event. Be sure to choose the social networks that match your event’s objectives. Define the hashtag that will allow you to communicate online about your event. Depending on the size of your event, you may need to dedicate a team to manage the visibility and the animation of the community around your event on social networks.
Press and media communication before the event
Knowing that event organizers finalize their press kits 2 to 3 months before the event, you must take into account this delay to contact journalists and send them your press release.
Searching for partnerships for a professional event
Calling for sponsorship is an excellent way to finance part of your event. Moreover, the participation of renowned partners will give a special touch to your professional event. To do this, you must target your partners and value all types of sponsorship. Create a partnership grid for your professional event: each line will include the different options for highlighting the potential partner: website visibility, social networks, flyer, program, exhibition stand…
The word of the end
Bringing your employees together during a corporate event is an opportunity to break away from the hierarchical relationships of everyday life between employees. Know that in a pleasant and friendly setting such as the Palais des Congrès de Deauville, your entire team will be able to relax, share special moments and open up to each other. Deauville is an excellent destination for participants to meet and get to know each other better, and to better understand the evolution of the industry and the sector in which they operate.
The diversity of activities offered by this exceptional seaside resort on the Côte Fleurie, only 2 hours from Paris, is a real opportunity to strengthen the unity of your teams. This is especially true today: workstations are moving away from the company in a virtualized environment. Corporate events are a great way to show your employees how much they mean to the company. It is also an opportunity that never goes unnoticed and contributes to the dynamics of your company and its sector!