Corporate Function Planning
KAM Events will work closely with you to help undertake these steps to help organise your Conference Event.
1. Set a goal for your event
This will give your event a defined direction, and your goals will make making decisions easier. It will be easier to plan the details of your event if you have a clear picture of how you want it to appear.
2. Create a budget
The cost of the event is determined by creating a reasonable budget, which also ensures that you stay within your means.
3. Determine a theme
A theme provides a unifying framework and establishes the mood for the event. The goal of the event is amplified and your message is reinforced by a well-designed theme. Your event's format is important, too.
4. Choose the location
Location is very important. You need a good location for the event, but it should also be simple to get to. Take into account how close public transportation, including buses and trains, is. Your event's size will determine the location. It should have enough room for everyone on your guest list and a little bit extra, allowing them to wander about freely.
5. Select a date
Unless your event is open to the public, it’s wise to curate your guest list. Knowing the number of attendees helps you balance your budget and plan other aspects of your event.
6. Find your speakers
Bringing on the best speakers ensures that your event is engaging. Plus, you want to choose a speaker that reinforces your event’s purpose.
7. Sponsors
Sponsors can help provide support and resources for your event. Some can offer a cash donation, while others can provide food, drinks, merchandise, or services. Getting a sponsor can also help increase your reach and broaden your audience.
8. Create and organise Dinners/ Lunches
Conference Dinners/ lunches throughout past events have usually been the highlight for all conferences. It creates a great space for communication and networking for all attendees.
9. Finalise the presenters
Confirming speakers 3 – 4 months out allows them enough time to prepare presentations. It also gives you more time to coordinate the logistics, such as audio-visual equipment and stage setup.
10. Organise your financials
Checking in with your budget keeps you from overspending, allowing you to make changes and adjust when necessary.
11. Build a website
Your website is a centralised location where attendees can find information and updates about your event. A well-designed site also establishes a strong brand presence and increases visibility.
12. promote your event
A marketing timeline will give you an overview of what needs to be addressed. Planning your marketing efforts helps you target your audience and maximise your reach.
13. Create a schedule
Crafting a sample corporate event agenda helps you manage your time effectively. Doing this early in the planning process lets you make adjustments and create a captivating experience for your audience.
14. Sent reminders to all attendees
Reminders help stimulate attendance and create anticipation for your event. It also assures that all your partners are on the same page.
15. Finalise agenda and abstracts
All abstracts and agendas prior to the event will be finalised.
16. Finalise details with sponsors
This is the time to review and revise your schedule and make adjustments if needed. Ensure things run smoothly
17. On-site
KAM Events will be on-site through the duration of your conference and will liaise with registration management, delegate and sponsor management, and venue management.