Imagine you have an important event to plan for your company, like a leadership workshop, training seminar, or service award recognition event.
This can feel overwhelming, especially if you have daily HR tasks to manage.
At TROIS Collective, we help small and medium-sized businesses with all their HR needs, from compliance to employee relations.
However, we especially enjoy planning HR events.
With that in mind, we've put together our top 20 HR event planning tips to run an event successfully.
HR events aren’t just about food, speakers, or fancy venues; they really help create a stronger and healthier workplace.
By using these simple strategies, you can avoid common mistakes and make any event a memorable occasion.
Let’s explore these 20 corporate event planning tips.
Before you book a venue, invite guests, or pick a date, clarify why you are hosting this event.
Start by answering: Why are we hosting this event?
Whether it is talent acquisition, onboarding, or a recognition event, this shapes all your decisions moving forward.
Setting clear goals helps you plan a focused event and provides a way to measure how successful it was afterward.
Plan all key details for the event: venue, catering, speakers, agenda, marketing, technology needs, and follow-up.
A clear project plan helps keep everyone on track and ensures that all team members can easily access it.
You can use your HR management software or any project management app to keep all this info sorted.
How to manage is one of the most important HR event planning tips.
When you're setting up a corporate event, it's important to start with a solid budget and team up with your suppliers to keep things on track financially.
Remember: your budget will guide your choices.
Set specific spending limits for each part of the event, such as the venue, food, materials, and gifts.
Also, add a 10-15% extra amount for any unexpected costs.
Like managing payroll, create a payment schedule and keep track of all the costs you incur.
A budget and a clear plan are essential, which is why they are listed first.
But, you should be ready for the unexpected, such as last-minute changes, unforeseen situations, or shifting client needs.
Staying flexible, thinking on your feet, and being resourceful makes it easier to tackle challenges while still delivering great experiences.
One important tip for running successful HR events is to realize that you can't do everything alone.
Events are a team effort with internal communication and constant feedback.
Assign tasks based on skills such as logistics, communications, sponsorships, and guest services.
Choose one person to coordinate everything and report directly to you.
The venue sets the tone for your event.
Make sure it matches the size, mood, and accessibility needs.
Visit possible venues in person to avoid surprises.
Bonus: Be creative. Think of unique themes and design engaging experiences. Adding creativity to every part of event planning keeps guests interested and involved.
Good communication is essential for successful event planning, especially regarding HR.
Use different ways to reach people, like emails, posters, internal chats, and the company intranet. This helps invite participants and keep them updated.
Make sure your messages are clear and consistent for both your team and guests.
Coordinate with your venue crew and tech team ahead of time to make sure your speakers and guests are well-lit.
For large events with various elements like videos, autocues, and different speakers, consider hiring a professional production team.
Learning, networking, and breaks should be in balance.
It’s best to avoid overloading your schedule, and allow for informal connections, which often create the most memorable experiences.
Your HR event should feel connected to your company's identity, values and mission.
Use your logo, colors, and messaging throughout materials to reinforce your employer brand pride.
People like to feel special and known.
So, have name badges, customized gift bags, or tailored sessions based on attendee preferences to make guests feel valued and improve engagement.
We know that event planning can be hectic, and being able to think on your feet is really important.
Whether it’s dealing with unexpected issues at the venue or making quick decisions, having good problem-solving skills helps you tackle challenges while staying calm.
Diversity is a top priority.
Ensure your event is accessible to everyone.
Choose diverse speakers, accommodate different cultural needs, and be mindful of language, accessibility, and sensitivities.
At an HR event where there's a lot of work going on, it's easy to spend a lot of time indoors.
Consider having a coffee break in a nice outdoor space, enjoying lunch in the sun, or sipping sunset cocktails with a great view to set the mood.
Interactive sessions like polls, Q&As, workshops, or gamified networking can turn passive attendees into active participants.
Be an eco-friendly event to show corporate responsibility as much as possible.
Offer digital materials instead of print, use reusable decor, and source from sustainable vendors when possible.
Great speakers are part of the best promotion for your event.
Choose speakers who are engaging, aligned with your goals, and available for pre-event meetings to align expectations.
Also, think about speakers who are already known to your audience, if possible.
Everything should be measured, including an HR event.
Be sure to collect feedback immediately after the event via surveys or interviews.
Ask what attendees loved and what could be improved to make your next event even better.
Completing an event requires a lot of hard work, and it deserves recognition, especially for your team.
A simple thank-you note, or a small celebration, can boost morale and create a positive atmosphere for future projects.
The event planning industry is always evolving.
If you are thinking about planning HR events, it's important to adopt a growth mindset and be willing to learn.
This is key to achieving long-term success.
A well-organized event can strengthen employee relationships, boost company culture, and even draw in top talent.
Which one of the Top 20 HR event planning tips was your favorite?
If you need special mentoring, feel free to reach out to us here.
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