The phases of a corporate event: pre-production, production, and post-event activities

Organising a successful corporate event is a process that requires careful planning and execution across several stages. Each phase is essential and contributes to the overall success of the event. Below, we explore each of these phases in detail: pre-production, production, and post-event activities.

The foundation of a successful corporate event

1. Pre-production phase

Pre-production is the planning and preparation stage before the event. This phase is crucial for setting objectives, defining an action plan, and anticipating potential contingencies.

Defining objectives and strategy

Before starting any planning, it is essential to define the purpose of the event. Is it a networking event, a conference, or a product launch? Setting clear objectives helps guide all decisions made throughout the process, from venue selection to activities and event format.

Venue and date selection

Choosing the right venue and the precise date are key aspects of organising a corporate event. The location must not only be accessible to all attendees but also provide an attractive environment that aligns with the audience. At Shabby&Chic, we offer an exclusive selection of corporate event venues in Seville and spaces in Málaga to suit any event’s needs, from intimate meetings to large conferences.

Our carefully selected and designed venues can add the unique and professional touch your event requires. If you’re organising an event in these cities, don’t hesitate to explore the exclusive environments we offer. We invite you to discover the venues in Seville and Málaga that will turn your event into an unforgettable experience.

Budgeting

Establishing a solid and realistic budget is fundamental in the pre-production phase. The budget should cover all aspects: from venue hire and catering to technology, decoration, and any additional costs. This helps avoid unexpected expenses and keeps financial control throughout the process.

Programme design and logistics

Once the budget is set, the event programme design begins. This includes organising the activities, the duration of each, and the order in which they will take place. All logistical elements are also coordinated, from transport management to accommodation if necessary. A detailed schedule is crucial to guide the production team.

Hiring external services

Pre-production also includes contracting external suppliers such as catering, audiovisual services, event management technology, and auxiliary staff. These suppliers must be carefully selected and coordinated to ensure they align with the event’s objectives and image.

Event promotion

In the pre-production phase, marketing and communication campaigns are designed and launched to attract attendees. Utilising social media, sending personalised invitations, and creating a website or landing page with event information are strategies that increase visibility and interest.

2. Production phase: the event execution

The production phase is when the event comes to life. All the planning and organisation efforts culminate in executing the activities designed for the event day.

Set-up and space preparation

A few days or hours before the event, the production team sets up all necessary elements: stage, tables, chairs, networking areas, food stations, etc. This set-up must follow the pre-planned design, considering details like signage, welcome areas, and sponsor spaces.

Attendee management

Attendee registration must be well-organised to avoid long queues and waiting times. A welcome team prepared to answer questions, direct guests, and manage entry is essential. Technology can be a great asset in this area, as many companies use digital check-in tools to streamline the process.

Supplier supervision

During the event, it’s important to ensure that suppliers fulfil their roles as agreed. This includes catering, sound and lighting technicians, and technology operators. Having a coordinator assigned to each of these services ensures synchronised efforts and readiness to make adjustments if necessary.

Real-time interaction and dynamics

Keeping attendee engagement is key during the production phase. Interactive activities such as real-time polls, raffles, Q&A sessions, or networking activities can be organised. These interactions keep attendees focused and strengthen their connection with the organising company or brand.

Programme monitoring and control

The team must be attentive to keeping the event on schedule and quickly adapting to any unforeseen circumstances. Having a contingency plan and being prepared to make quick decisions ensures the event runs smoothly without significant disruptions.

3. Post-event phase: sustaining the impact

Post-event activities help close the cycle and maximise the results achieved. This phase is essential for assessing the event’s success, gathering feedback, and maintaining relationships with attendees.

Collecting opinions and feedback

Once the event is over, it is advisable to send satisfaction surveys to attendees to gather their opinions. Feedback on aspects such as content, organisation, and logistics helps identify areas for improvement for future events. These surveys can be sent via email or through an event app if one was used.

Evaluating results

Analysing results against the objectives set during pre-production helps assess the true impact of the event. Aspects such as attendance, participation level, engagement, and costs versus the initial budget should be evaluated. This assessment identifies successes and opportunities for improvement in the future.

Sharing post-event content

A great way to maintain engagement with attendees is by sharing event-related content, such as photos, videos, or summaries of the presentations. Posting this content on social media, sending a thank-you email, or even creating a recap on the event’s website helps extend the event’s impact and strengthen relationships with attendees.

Personalised follow-up

Lastly, personalised follow-up with attendees or potential clients is an excellent post-event strategy. This includes sending information about upcoming events, company updates, or even exclusive promotions. Such actions reinforce the bond created during the event and can open up business opportunities.

Conclusion

Organising a corporate event requires a strategic approach at every stage. From detailed planning in the pre-production phase, through flawless execution during production, to post-event follow-up, each phase is key to success. Attention to detail and a focus on the attendee experience turn corporate events into effective tools for strengthening a brand and achieving business objectives.