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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Rebranding.

Branding refers to establishing a company’s identity. Branding includes determining a logo, name, and message that identify an entity. Establishing a brand and what it stands for in the minds of consumers, is the starting point on which to build a marketing strategy, and ultimately reach sales goals.  Rebranding can entail changing certain aspects of a brand, or completely changing a company’s identity.

Why Companies Rebrand

Companies may rebrand in order to refresh and update their image, communicate a change, or shed a negative image. In order to undertake a successful a rebranding campaign, it is important to understand that building an identity is far more complex than simply choosing a name and logo; and communication is essential to implementing a rebranding campaign. Two of the more complex reasons companies rebrand include shedding a negative image, and to consolidate mergers and acquisitions.

Sinclair and Ruiz has rebranded itself once before, and  will soon launch another rebranding campaign to update the scope of services provided – as we are proud to say they have increased over the past seven years. We have also worked with clients to improve their image after a cycle of crisis management, rebranding for mergers, as well as rebranding for the evolution of an organization’s identity.

Rebranding to Shed a Negative Image

In order to shed a negative image it is important to face the issue that is causing the negative image head-on. Organizations must decide how they want to be perceived, make the necessary changes and communicate them to the world. Organizations must be committed to the message, as shedding a negative image requires consistency, and often entails regaining the trust of existing clients as well as winning over new and weary markets. Rebranding campaigns must be tailored and highly targeted, depending on the entity requiring the update, and the reasons behind the need. In this case, the message is often more important than the name or logo.

Read an example of how what you say can damage your brand at http://www.entrepreneur.com/article/227164

Rebranding Due to a Merger

Mergers are challenging as a result of the uncertainty they can project to employees as clients.  Mergers are inherently a cause of change and it is important for companies to acknowledge and embrace this reality. Rebranding due to a merge is the perfect opportunity to focus on the improvements that change will bring, rather than how things will remain the same. Failure to acknowledge change may cause distrust within an organization, and failure to engage employees will project negatively onto clients. Effective rebranding is imperative to employee and client retention during and following a merger.

The breath of image change will vary for each case. Some mergers require complete structural change, while others keep the existing name, service and market it under an umbrella company.

Thus rebranding requires careful consideration of the most basic “branding” elements, as well as a clear message.  Among other Things, successful rebranding entails:

·         Determining exactly what your brand stands for.

·         Setting out a clear strategy and timeline for rebranding.

·         Communicating the new brand message to employees, partners, industry and clients. Successful rebranding will take place once all stakeholders know and accept the new message and image. Organizations that do not control a branding message risk projecting an image based on the voice of exterior forces (i.e. rumors).

·         Careful planning and measured execution of rebranding are key to consolidating the desired image, and avoiding collateral costs.

Contact Sinclair and Ruiz today to learn more about how we can plan and guide a successful rebranding campaign. info@sinclairandruiz.com