How to Organise the Perfect Corporate Event on the Gold Coast

11 March, 2020
Norfolk Theatre

Do you have big plans for your next corporate event? If you’re looking for the ultimate guide to hosting the perfect Gold Coast event, we’ve got you covered.

Hosting a corporate affair will help you strengthen bonds with current clients and attract future ones. Here are 10 tips that will help you organise a successful corporate event that will be remembered for years to come.

1. Find a purpose

Deciding to host an event is one thing. Understanding the real purpose of your event is a whole different story. Before you do anything else, you need to make sure that the goals and objectives of the event are clearly outlined.

Why are you hosting an event, and what do you expect to get from it? Once you’ve come up with a couple of convincing goals and have set your expectations, it will be easier to determine the kind of event that will resonate with your audience.

Think of your event as an interactive brand experience. More often than not, the purpose will be to educate and promote meaningful engagement with your brand.

2. Set your budget

Your budget will help you determine the type of event you can organise. Without one, it’s easy to get carried away and start spending a little bit more here and there, which could result in costs that you can’t cover.

Whatever the amount, add an extra 10-15% on top of that for any unexpected expenses that may pop up. Once your budget has been set and agreed upon, you need to make sure you know your priorities. If you spend more on decorations and less on hiring a skilled tech crew and inviting influential speakers, you might end up with an event that lacks substance.

It’s never a good idea to skimp on food and beverages either. Audiences are much more likely to forgive missteps when their bellies are not rumbling.

3. Come up with a timeline

Organising a big conference takes months of planning. You can’t just book a venue the week before and expect things to run smoothly. A detailed checklist that is broken down into manageable chunks will help your team foresee the schedule and set goals.

Create a spreadsheet and use individual tabs to separate the different event categories (e.g. venue, catering, audience, speakers, travel). Having a plan will help you assign tasks and ensure everything is delivered on time.

4. Decide on your audience

Knowing who’s attending your event will simplify the planning process. Are we talking company executives, business partners, clients, community members or a combination of a few of these groups?

Now, when it comes to numbers, it’s always better to invite too many people than too few. Empty seats and uneaten food look bad and are a waste of money. If, on the other hand, too many people turn up, you can always make some last-minute arrangements to ensure there’s enough room (and food) for everyone.

It’s essential to put your guests first. A successful corporate event will create a buzz around your business, painting it in a positive light.

5. Choose a theme

You’ll have to keep your guests interested and engaged throughout. The theme can make or break a corporate event, which is why you need to get yours right.

And just because your event is all about business, it doesn’t mean it has to be dull and uninspired. Anything that can help you create a fun and memorable experience for your guests is worth considering (think games, music, breakout sessions, etc.).

Remember, events that allow delegates to contribute in a meaningful way are the most successful. No one wants to listen to a couple of speakers talk about the same thing for hours on end. Switch things up by trying out different configurations and activities.

6. Pick the right venue

There are many great conference and function venues on the Gold Coast. Still, no one offers as much variety and flexibility as Crowne Plaza Surfers Paradise. With extensive facilities and 14 meeting rooms to choose from, you’re bound to find the perfect venue for your next important corporate event.

All of Crowne Plaza’s meeting rooms on the Gold Coast are equipped with state-of-the-art AV equipment. A dedicated Crowne Plaza meetings director will help with the details, ensuring everything goes as planned during the big day. Request a quote now and help us bring your vision to life. We’ll come back to you with space, rate and date availability within two hours.

7. Consider your catering options

Catering is a big part of any successful corporate event. Great food will keep your guests engaged and content all throughout the day. You also need to make sure that there’s plenty of variety to cater for any specific dietary preferences and requirements.

With years of experience in corporate catering, Crowne Plaza Surfers Paradise creates menus that are adaptable and highly customisable upon request. Treat your guests to a diversified menu and wow your guests with an explosion of flavour. Click to learn more about Crowne Plaza’s unique approach to catering.

8. Plan the logistics

The next step is to identify and contract all the necessary event specialists. By booking a venue here at Crowne Plaza Surfers Paradise, half of the work is done for you. We have our very own tech team, we take care of the catering for you, and we even help with decoration.

We’ll also provide you with a daily meeting debrief: an itemised daily list of expenses that will help you manage your budget effectively. You’ll still have to book speakers, presenters, experts or influencers and create a timeline for the event.

Remember to leave plenty of time for participants to network and connect with each other. A jam-packed event may sound fun, but it might not provide attendees with the time needed to process and take in what’s being presented to them.

9. Promote your event

If you’ve booked your venue and made plans, it’s time to send out the invites. For bigger events, you may want to come up with a marketing strategy to ensure enough people show up on the big day.

You could start by emailing your database or by placing ads in industry newsletters and social media platforms. You may even want to consider creating a unique event website that will act as your landing page for your promotional efforts. Promotion might also open up your business to possible sponsorship opportunities.

10. Use technology to streamline communication

Significant corporate events consist of hundreds of small moving parts that need to somehow come together and create something worthwhile. Event management is so much easier with the proper use of the right apps and software platforms.

Everything from onsite check-in to managing workshops and presentations can be monitored through dedicated event apps, such as EventBoard and Webmobi. The features are endless: live polling, online Q&A sessions, scavenger hunts. Attendees can even access and download your presentation slides directly on their devices.

Use technology to simplify processes and streamline communication before, during and after the event. Your delegates will thank you for it.

With the best facilities and a wide range of event venues on the Gold Coast, Crowne Plaza Surfers Paradise can help you host a successful corporate event that will be remembered for years to come. Learn more about the benefits that come with your special Crowne Plaza event package by clicking here!

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