Make Your Corporate Event a Success: Important Things to Consider When Planning an Event.

Corporate events are one of the best tactics for putting a face to the name of a company. They allow organizations to connect with stakeholders in a personal way. Organizing a corporate event is not an easy task, but it does not have to be a pain either. An approach that focuses on the goals and planning needs of an event is key to success, whether you are a for-profit or a not for profit organization.

Here are some important considerations:

1.- Organizing and Planning.
Start with a project plan.  This is a to-do list of sorts that includes all the details about your event (before, during and after), which helps you to keep track of what needs to be done and who is responsible. Having a project plan does not mean that some things cannot change last minute, but it helps minimize the likelihood of challenges along the way.

2.- Goals.
Why is this event important? what are you trying to accomplish?
The event goals need to be very clear as communicating internal changes, launching new products or services or hosting a client appreciation event require different approaches.  It is very important to match what the event is attempting to communicate to the audience.

3.- Guests.
Make sure you have a clear target audience and a complete invitation list. Knowing your guest profile will help select the event format and venue. Be certain to send invitations at least 4 weeks in advance. Some people will confirm within a couple of days, some will take longer. However, the more advance time they have to schedule the event the better. But no matter what the situation is, be ready to do some follow up to keep your guest list up to date, and people interested. Also, keep in mind that some people will cancel, others will not show up and some may confirm last minute. 85% attendance is considered a good turnout, so factor that in to your logistical plans.

4.- Agenda and Format.
The agenda and event format need to include topics and opportunities for engagement that are relevant for your target audience, sponsors and V.I.P.s, in order to increase the likelihood of a good turnout.  Guests need to see the value the event offers or they will not attend. Also, be sure to avoid cramming too much into the agenda or important messaging will be lost.

5. Budget.
The budget will ultimately determine the size, format and location of the event. Obtaining several quotes and alternatives is helpful for building a budget with the best value and one that allows you to adapt to change if required. We recommend leaving some room for budget flexibility in case the opportunity arises to grow the event or an unforeseen situation arises (a required change in venue, for example).

6.- Venue.
Consider how many people you’d like to host and whether you will need to offer options for guest accommodation. Decide in advance whether you will require in-house catering, AV, decoration, liquor (and licensing), etc.  There are both inclusive and bare bones venue options, which have different pros and cons.

7.- Event Promotion.
Creating a positive buzz is important. Doing the right marketing for your event does not need to be super expensive as having the right strategy could go further than you think. Getting everybody involved by using social media, an email campaign and other advertising channels would help to generate the right buzz.

Marketing and communications strategies should start early and continue for a few weeks after the event in order to harness maximum impact.

8.- Team Collaboration.
Start by clarifying roles and deadlines. Schedule periodic meetings with your team to track the project plan progress. This will ensure everything is on time, budget and allow for adjustments as necessary.

If you are planning your first corporate event, remember to plan for every phase of the event in advance. This will ensure you stay organized and on top of every step of the way. An event is a project that requires detailed planning, teamwork and time dedication. If you do not have the capacity to follow each phase of the process, be sure to engage a professional to assist you so that your event investment is a success that provides generous results.

Contact Sinclair and Ruiz to learn more about how we can assist and help you to organize your next corporate event: info@sinclairandruiz.com

Mauricio Ruiz
Business Development

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Your Mazatlan Brings Events to Regina, Saskatoon and Edmonton

El Cid Real Estate and Walfre Real Estate will bring a taste of Mazatlan to Regina, Saskatoon and Edmonton on October 14, 15 and 16, respectively.

El Cid Real Estate and Walfre Real Estate will kick-off the  “YourMazatlan” campaign in Saskatchewan and Alberta this October. The campaign – which is also sponsored by the Mexico Tourism Board and the State Tourism Board – will provide a platform for Americans and Canadians who travel to Mazatlan to share their experiences. Thus, travelers who are new to the resort can learn about it through their peers; and Snow Birds will have the opportunity to share their thoughts.

The cocktail receptions, organized by Sinclair and Ruiz, will be a social medium for guests to meet new people and learn about wintering in Mazatlan. A brief presentation will discuss cost of living, healthcare and investment in the city. Several prizes will be raffled  – including accommodation at El Cid Resorts. For further information and to register for the events, please visit www.yourmazatlan.com.

If you don’t live in one of the city’s where the cocktail receptions are taking place, check the website after October 18^th for promotions open to residents across North America and your opportunity to share your experiences.

About the Hosts:

El Cid was one of the first master- planned resorts in Mexico and now boasts 4 hotels, a gated community, 27-hole golf course, Marina and Country Club in Mazatlan; and hotel resorts in Cancun and Cozumel. El Cid is home to the largest community of Americans and Canadians in Mazatlan and continues to be the most exclusive area in Mazatlan.

Walfre Real Estate is the most respected real estate service in Mazatlan with over 30 years of experience serving Americans and Canadians.  Professional services include: sales and leasing, legal and fiscal consulting, property management and rental referrals, translations and interpreter assistance.

El Cid and Walfre, the two most recognized names for Mazatlan’s luxury real estate, have come together to share Mazatlan with North America. There is no better time to experience Mazatlan.

S&R: a consultancy for integrated marketing strategies

Sinclair and Ruiz is a consultancy that creates integrated local, national and international marketing strategies. www.sinclairandruiz.com/marketing

Here are a few facts about our work:

• We analyze markets, assess progress and business processes in order to improve performance.
• S&R designs highly targeted campaigns that focus on ROI, marketing-for-leads and branding.
• Our experience includes working with private companies, tourism boards, associations and public-private sector co-ops.
• S&R campaigns reach Canada, Mexico and the U.S.
• Our team’s client retention average is 4 years +.

In the following blogs we will discuss different marketing topics and address frequent questions about event management, new media, design and others. We’ll offer tips and provide anecdotes you might relate to.

But for today, I say welcome to our blog!

www.sinclairandruiz.com/marketing