10 Essential Event Planning Steps for a Throwing Successful Small Business Event

Get the most out of your event with proper planning.

Small businesses can use corporate events to boost team morale and increase ROI. These events are an investment for your company. To achieve the best possible outcome, you’ll need to know what you’re doing.

No matter your budget, you can throw a top tier event. Here are 10 essential event planning steps for throwing a successful small business event.

  1. Set Clear Goals and Objectives

To begin, you’ll need to understand what you’re looking to achieve from the event. Consider how many guests are attending and why. Remember to consider the budget to avoid overspending.

Setting clear goals and objectives is the first step to planning a successful event.

  1. Choose a Date and Time

When it comes to choosing a date and time for your event, you need to consider your goals. Different ideas can be better during certain times of the day and year. You’ll want to cross-reference other events and the preferred venue.

Once you’ve decided on the time and date, ensure your guests have the information handy.

  1. Organize a Planning Team

Everyone plays a role in small businesses. You should organize a planning team and begin assigning tasks. To ensure you meet your goals, start the process as early as possible.

A planning team will help you get the most out of your event by delegating and accomplishing tasks.

  1. Set a Realistic Budget

One of the most crucial steps in planning an event is to set a realistic budget and stick to it. Entertainment, activities, venue, permits, and other items should be included. If you’re receiving sponsorships or donations, plan on including those in your budget.

A realistic budget will help you achieve a higher ROI while meeting your other goals.

  1. Book the Venue and Reserve Supplies

Once you decide on a venue, the next step is to book it. Depending on where your event will be hosted, you may need to rent chairs and tables. Resin folding chairs are a popular choice for small business events.

Reserving the event venue and supplies earlier rather than later will help you avoid costly mistakes.

  1. Outline an Event Itinerary

Part of planning an event is knowing how you’re going to achieve your goals. An event itinerary will help you accomplish objectives on your list. If there will be a raffle or giveaway, you would want it included on your itinerary.

Outlining an event itinerary will be beneficial before, during, and after.

  1. Build a Marketing Plan

Depending on the type of event, you may need to build a marketing plan. Marketing will help you reach your target audience and gain more attendees. When you’re looking to achieve a higher ROI, this can be a crucial step.

Your event planning team can help you throw a marketing plan together and share it with guests.

  1. Offer Promotional Items

Promotional items are gifts that attendees can keep after the event’s over. If you’re going to have vendors, they’ll likely offer promotional items. If you’re not going to have vendors, you can talk with local businesses about donating coupons and gifts.

Promotional items can entice guests to attend, explore, and return to the next event.

  1. Handle Day-Of Tasks

You and your event team should have the day-of tasks assigned accordingly. You can have people in charge of greeting, assisting, setting up and breaking down the event. The goal is to have as minimal stress as possible on the day-of.

To ensure your event runs smoothly, you should have clear deadlines for all tasks.

  1. Follow Up After

The event may be over, but the planning isn’t. After the event, you should reach out to thank any sponsors and donors. You can also speak with attendees about what they did and didn’t like about the event.

Following up after gives you a chance to improve your business relationships, ROI, and future attendees.

Event Planning Steps for Meetings

Planning a corporate meeting is going to be slightly different from planning an employee event. Although you’ll still want to consider your goals, there are other things you’ll need to keep in mind. Event planning steps for meetings are the following:

  • Choose the focus

  • Decide on a location

  • Identify members

  • Offer up to three times and dates

  • Utilize an itinerary

  • Prepare for presentations

  • Schedule and plan catering options

  • Verify final details with members

The required steps may vary depending on size and members. During the meeting, you may want to consider having someone record the minutes. You can send these notes for reference to attendees completing any edits.

Measure ROI for Events and Meetings

You can achieve a higher ROI for events and meetings by knowing how to properly measure the value. Organization-level ROI can be discovered by considering all costs, then comparing them to an estimated value. The following are key factors you should consider:

  • Discovery

  • Pre-event survey

  • Pre-meeting information

  • Meeting design

  • Post-event survey

  • Follow-Up

Business events that are regularly scheduled throughout the year will use a smaller measurement process. Consider survey questions that are critical for the company. You can isolate the success to build off it later.

Avoid These Costly Mistakes

When it comes to achieving your goals, there are some mistakes you’ll want to avoid. For instance, you must stick to a set budget to avoid overspending. You can do this by planning and preparing early on.

Choose reliable people for your event planning team to avoid day-of problems and meet your goals.

Enjoy the Benefits

There’s a lot more to events than choosing the date and time. Now that you’ve read these 10 essential event planning steps for a throwing a successful small business event, you can achieve top benefits. Remember to plan early and update often.

Tracking your small business’s finances can be done easily when you know what you’re doing. To learn more about how you can improve your company’s financial situation, explore the rest of our blog for additional content.

About RJ Frometa

Head Honcho, Editor in Chief and writer here on VENTS. I don't like walking on the beach, but I love playing the guitar and geeking out about music. I am also a movie maniac and 6 hours sleeper.

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