corporate conference organized by corporate event planner

Creating the Concept as a Corporate Event Planner

As a corporate event planner, you understand the importance of professional events. When you’re hired by a corporate client, you’ll plan a specific type of event. Each event will need to suit the needs and style of your client’s company. The more unique and customized your events, the better!

When you’re putting any type of event together, you’ll use the theme to create the concept. When you create a corporate event’s concept, you’ll use:

  • The theme
  • Company branding
  • The purpose of the event

Each physical element of the event space should match the same event concept. A consistent concept is key when designing an event. So, let’s look at how you can create the concept as a corporate event planner!

business function put together by corporate event planner

3 Tips for Creating the Concept as a Corporate Event Planner

Consulting with Your Client

First, you’ll need to consult with your client to understand their vision for the event. Corporate clients may ask you to decorate events using brand colors or with a particular aesthetic. Pay attention to what your clients ask for!

When you first meet with your client, find out key information to help you plan the event concept. Ask your client specific questions, such as:

Who will attend the event?

  • Will your client invite employees from the company or external guests?
  • Will the guests be clients, stakeholders, board members, or members of the public?
  • How many guests will your client invite?

What is the purpose of the event?

When you find out the purpose of the event, you’ll have a better understanding of your client’s needs. Use the purpose to help you choose the concept and plan the event. Events with different purposes will need different approaches!

For instance, you might be planning a celebratory retirement party, a formal Christmas dinner, or a charity fundraiser. Some of the main reasons for corporate events include:

  • Raising money at a fundraiser
  • Improving employee moral and professional relationships
  • Launching a new product or business
  • Increasing the number of clients and/or sales
  • Hosting educational lectures or workshops in the company’s industry

Where will the event take place?

  • Is the event taking place at the business address or an external location, such as a restaurant or event space?

businesspeople applauding at corporate event

When will the event take place?

  • How much time will you have to plan the event? Always make sure to plan your time accordingly!

PRO TIP: You should also ask if the client has any specific ideas or preferences for the event, such as a theme, color scheme, or catering choices. Find out as much information as possible so you can create an event that meets your client’s expectations. All of this information will help guide your choices for the event’s concept. Use your client’s ideas as your starting point!

Planning the Event

Once you collect all the information from your client, you’ll be able to start brainstorming ideas for the concept. During the planning stages, you’ll need to book the venue, hire the caterers, and choose event decor. But how will you decide all of these things?

Choosing an event concept will help you plan the event from start to finish. If you know your client’s needs, you’ll be able to think about the theme, style, and aesthetic for the event. Decide on the look and feel of the event before you start booking and ordering anything for it. Keep the concept in mind for each area of the planning stages.

Think about the information you received from your client during the consultation. What is the purpose of the event, who will attend, and why? For instance, you might need a stage for a keynote speaker, or dining tables for a fundraiser dinner. Considering all of your client’s needs will help you decide on the formality, style, and concept.

Remember: your concept needs to suit a corporate event. Keep in mind that corporate events range in scale and style. Use the company’s aesthetic and brand to help guide your concept plans. Some events will need formal themes, such as a networking event for the company’s clients and stakeholders. For other events, you’ll be able to be more flexible and creative!

business employees eating and drinking outside at corporate event

Creating the Corporate Event Concept

Event concepts are key to ensuring the event runs smoothly and feels well-organized. Let’s look at the main ways you can create an event concept…

1. Design an Immersive Experience

You need to create an immersive concept which guests can both feel and see when they arrive at the venue. For example, black tie events often feature a red carpet leading up to the entrance. Consider how walking on a red carpet will feel to guests attending a formal event!

Tie the event together by incorporating the theme and concept into every area of the event. You’ll be able to use table decor, lighting, and background music to create a complete and immersive experience.

2. Bring Your Theme to Life

Use your theme in the event decor, catering selections, and drinks menu. Make sure the theme is visible in the practical aspects of the event, without overshadowing the corporate event itself. For instance, a formal dinner event for company stakeholders should have tasteful, elegant place settings to ensure the guests aren’t distracted by extravagant decor. Don’t overwhelm the guests!

3. Focus on Your Goals

As a corporate event planner, it’s particularly important to stay focused on your client’s goals, in addition to your own. Since it’s a corporate event, the client will have a specific outcome in mind. Make sure you aim to fulfill your client’s goals through the event concept and decor. Ask yourself questions about each element of the event, such as:

  • Will this decor item enhance the concept and theme?
  • Will this item help the event fulfill its purpose?
  • How could this area of the event be improved to showcase the concept further?

empty corporate conference room

When you’re planning a corporate event concept, use your client consultation to start your planning. Incorporate the theme, aesthetic, and the purpose of the event into the concept. Stay focused on the goals of the events to help your clients host successful corporate functions!

Written by Debbie Lawrie.

Did you know that QC Event School has an internationally-leading online Corporate Event Planning Course? Enroll today and start booking clients in as little as 3-6 months!

Leave a Reply

Your email address will not be published. Required fields are marked *