Corporate event planning is no small task. Whether you host a small internal event or massive new business gathering, a corporate event often requires months of planning and a constant flow of behind-the-scenes work.
From developing a unifying theme to selecting a location to creating an itinerary, the event-planning process is lengthy and each part is vital to a successful outcome. These steps apply across the board, whether hosting a small group or drawing a massive crowd.
For those in need of luxury corporate event space in the San Francisco Bay area, Oracle Park offers a versatile selection of 15 first-class venues suitable for corporate events of any size. For larger conferences and events, there’s the massive Pier 48 directly across from Oracle Park — one of the most flexible venues in the area — and the Field itself, where your guests can feel like Giants in a reception or dinner. Smaller gatherings can be held in diverse and dynamic spaces like the spacious Garden behind center field, the vintage Gotham Clubhouse with its waterfront views, or the sleek, exclusive Club Level.
Creating a Successful Corporate Event
Event planning begins with a cohesive vision. Once that vision is clear, everything else falls into place as you adapt. Follow these guideposts to ensure you’re taking all the necessary steps.
Before the Event
Much of the work of an event happens well before the big day. You’ll need to define your purpose, get creative, and stay focused as you line out the details.
Define Goals and Establish Your Purpose
For any type of corporate event — large or small — the first priority is to establish a purpose. Whether it’s team bonding or bringing in new clients, you can begin to build a plan that directly corresponds to the mission at hand. Even if you choose to partner with a corporate event planning company, you’ll still need to define the reason for the event and visualize your target outcomes as a key factor in laying the groundwork.
Not only are the sweeping skyline views a sight that you dont want to miss, you can also experience iconic San Francisco landmarks up-close. Cruise by Alcatraz Island, the Golden Gate bridge and Angel Island and get front row access to some of the most coveted views in the Bay.
Include a knowledgable tour guide on your cruise to give your group insight on the incredible history of San Francisco and the surrounding landmarks.
Craft a Plan
When you’ve got your goal and purpose, it’s important to start lining up logistics. First, define your budget, and then list every key element of your perfect event. This type of list usually includes some of the following:
- Corporate Event Venue
- Food/Catering
- Entertainment
- Speakers
- Photography/Videography
- Decor
- Travel Info
Knowing your audience, both in size and demographics, is a pivotal element in constructing a realistic plan. The better you understand who you’re creating the event for, the easier it will be to fine-tune each detail to meet audience preferences.
Finally, set your timeline. Each item on your planning list likely requires its own individual timeline, too. For example, consider hiring a photographer. How far in advance will you need to book one? When will your first payment be due? On the day of the event, what time will the photographer need to arrive and how long should they plan to stay?
Our team of event professionals can help you define all logistics, and keep things moving forward and on track until the day of the event.
Create a Logistics Hub
After your plan is finalized, create a centralized hub where you’ll store and track all progress, vendor information and communication. There are specific platforms and project management services that specialize in event planning. Depending on the size and scope of your event and your personal preference, you may not need a dedicated software solution. You might be able to use a planner and your favorite pen, but if the event is large enough to involve others, it’s likely better to share access to details. For example, you can create a shared drive where all parties involved can view and update documents when necessary.
Select a Venue
Book a venue as early as you can. It’s likely the most time-sensitive detail, but it’s also a crucial element of making a memorable event that exceeds expectations.
Finding a partner with multiple unique venues is often a great start. Giants Enterprises offers spaces to accommodate companies and events of all sizes. For more intimate gatherings the Luxury Suites or Giants Clubhouse would be a great fit, and other options can support thousands of guests. Building a relationship with a partner with access to multiple spaces can be particularly beneficial for those who often plan or host events.
Plan for a Hybrid Event
Hybrid events — or events with guests attending both in person and online — are becoming increasingly popular in the corporate world.
To pull off a successful hybrid event, plan to secure the proper video conferencing infrastructure ahead of time. Plan to run tests prior to the event to eliminate any chance of running into technical difficulties.
Hybrid events are great for boosting engagement. Companies can even incorporate apps and create dedicated websites to help the in-person and online crowds interact.
Promote Your Event
Leveraging the proper social channels, email, news media and print sources is crucial to building a sense of expectation around any event. Get the word out using pictures and video, and share crucial details — such as the time, location, dress code, features, the cost to attend, itinerary and theme.
After the Event
Just because the event is over doesn’t mean your work is done. Certainly, take a moment to relax and high-five yourself and your team for pulling off the event. Then, it’s time to assess.
Follow Up and Ask for Feedback
Whether you feel the event went perfectly or wasn’t everything you’d dreamed of, reaching out and following up with attendees is a great way to prepare for future events. Not only does this make those who showed up feel valued, but you can record any constructive criticism or crowd favorites to keep in mind for your next event.
Try asking for feedback through email, social media and surveys. For smaller events, you can directly speak to those who attended. Lastly, follow up and thank your venue, caterers, entertainers, coworkers, or anyone who contributed to the success of your corporate event.