Posted on January 5, 2024

5 Corporate Events Planning Tips for HR Professionals

After two long years, the world got back to business in person. Remote teams have been connected virtually for so long that it feels surreal to step back into the office.

Moreover, getting called back into the office can be an adjustment to your employees’ work-life balance, motivation, and overall mental health. So, while organizations readjust themselves to working onsite, it’s time for HR teams to refresh their corporate event planning.

Corporate Events Still Matter: A New Perspective

While we all enjoyed the virtual happy hours and online team activities, nothing beats the feeling of shaking hands with your teammates in person. Your remote teams are not only excited to see each but have higher expectations for in-person corporate events after going so long without them.

Be it a summer office party, the annual town hall, training, or even company-wide sales kickoffs, your employees expect the best mix of venue, technology, and safety management at these events.

Your corporate events will also shape how your teams feel about the work environment now that they’re back in person. These meetings and events must be energizing, motivating, and a path to reconnecting old colleagues and reigniting a sense of teamwork. This could directly boost employee engagement, retention rates, and your overall business goals.

Crafting the Perfect Corporate Event: A Checklist

But how do you plan a corporate event that’s tech-savvy, has the perfect venue, boosts employee morale, and presents your teams with the necessary information to face the upcoming year with renewed optimism?

We’ve got a checklist for you!

5 Tips for Hosting Corporate Events

1. Finding the Ideal Venue: The quest for the perfect venue can be a daunting task. You need to compare multiple spaces, consider pricing, ensure technology and safety requirements are met, and secure the venue before it’s booked by someone else. Whether it’s a large town hall or an intimate office gathering, no two in-person events are the same. Fortunately, the latest venue sourcing tools in the market can help streamline the process. These solutions can assist in RFP processes, ensure safety compliance, provide valuable event data insights, and create unique experiences for attendees. Quick considerations when sourcing your venue include tech-savviness, flexibility for A/V requirements, seating layout design, collaboration with A/V partners, and contactless check-in options for attendee safety.
2. Revamping Event Content: Once you’ve selected the venue, it’s time to focus on the event’s content. Whether it’s an annual company-wide event or an internal conference, it’s tempting to share as much information as possible. However, it’s crucial to keep presentations short, engaging, and relevant to avoid overwhelming attendees.
   Here are 5 strategies to avoid information overload:

• Tailor content delivery to suit your audience’s preferences.
• Consider in-house video production or engage an A/V partner for high-quality content capture.
• Involve content agencies early in the planning process for effective design.
• Explore live streaming options for remote teams.
• Utilize event technology platforms for seamless content delivery, customization, and engagement.

3. Creating Memorable Experiences: Make your corporate event enjoyable and memorable. After the long absence of in-person connections, employees are eager to rekindle a sense of normalcy. Announce the event in person and tease exciting activities, such as happy hours, Q&A sessions, or workshops. Don’t forget to choose an event technology platform that facilitates interaction, such as polling, live chat, and Q&A, for remote teams to engage in real-time.
4. Leveraging Event Technology: Events can encounter unexpected challenges, like last-minute speaker changes or logistical issues. Collaborate with an experienced event technology partner to handle such situations. Mobile event apps with live notifications can be invaluable in real-time communication with dispersed attendees. Additionally, ensure the event has high-quality lighting, sound, and A/V equipment to maintain audience engagement. An in-person event technology platform ensures seamless tech and production integration, enhancing the overall event experience.
5. Measuring Event Impact: Every internal event is a financial investment. Gathering concrete feedback is essential for HR purposes. Leverage engagement tracking and scoring to monitor attendee behavior and measure ROI. Track audience engagement with different content and identify which teams are most engaged. These insights can inform employee success and retention strategies. Understand how event engagement correlates with team performance and attrition rates to enhance overall business outcomes. Collect feedback to identify areas for improvement and inform planning for future events.

Prepare for the Unexpected

While planning an engaging internal event can be overwhelming, remember that technology can enhance the experience and mitigate disruptions. Take your time to choose a corporate events technology partner that aligns with your goals and prepares for unforeseen circumstances. Always have a contingency plan ready to smoothly transition to virtual events if necessary.

In conclusion, as organizations transition back to in-person work, HR professionals play a critical role in creating memorable and impactful corporate events. By following these guidelines, you can ensure that your events meet employee expectations, boost engagement, and contribute to the overall success of your organization in this new era of in-person interactions.