Recently, we were engaged by a reputable chemical company to organize their regional conference in Singapore. The internal meeting was to gather their regional leaders for a time of reconnecting and establishing plans.
Now that it’s event season again, we the people at Convergence would like to provide you with pointers for the next time you organize an internal company event.
Photo by Martin Hungerbühler
Benefits of an internal company event
We are aware that it isn’t always easy to generate enthusiasm for company-wide functions and gatherings. Employees and management alike have difficulty making the time due to their hectic schedules, heavy workloads, and personal commitments.
In general, company events aren’t inexpensive as they pay for themselves in reduced turnover, more employee engagement, productivity, and team building. They may also help raise your profile within your sector and draw attention to your accomplishments and milestones.
In fact, research shows that when workers believe their opinions matter, they are 4.6 times more likely to give their all on the job. Internal company events are effective in inspiring workers to give their best work because they demonstrate respect and appreciation for their contributions.
But what, exactly, are the benefits of conducting internal company events?
Events are the perfect platform for face-to-face meeting to share your company’s vision, provide updates on corporate objectives and activities, or train your team. Naturally, you want your colleagues to leave the event with a solid grasp of your company’s offerings and objectives. A company event done well can help achieve just that.
Active employee participation
A well-planned corporate event not only rewards hard work and promotes open communication, but it also brings the team together by allowing for interactions and camaraderie that would be impossible in a remote setting.
Linking global employees
People who work for the same firm but aren’t physically close together may finally put a face to the voice on the other end of the screen or the name in the email thread. This helps them become closer, where people feel safe to open up to one another and offer suggestions and encouragement – fostering a positive community within the company.
Improved productivity and morale
Employees feel more informed and valued by the company as a result of their participation in company events. This helps retain employees and spurs everyone to work together to reach the company’s goals.
Pointers for a great internal company event
Set event goals and objectives
What do you aim to achieve with this event? What are the key points that your employees should remember? Understand your motivations for hosting the event and run through your goals before anything else.
For example, a company milestone event might be organized to commemorate a specific achievement, such as moving into a new location. These gatherings are not routinely held in the workplace and may even take place either virtually or in a hybrid format.
Streamline the itinerary
We were briefed by the client to organize a blend of activities for the event. This is because they wanted the event to have a balance of business and social activities as some of the attendees have not visited Singapore before. Naturally, this will bring about a wide variety of activity options to choose from, which can be a disaster if not organized well.
Agendas that are poorly crafted can be the root cause of many problems. Creating a detailed agenda outlining the events and workshops for each day of the event would help with planning a lot. Though we understand that corporate decisions need several rounds of approval, it is best to make decisions and conclusions as soon as possible. Likewise, you should get ready to make contingency plans and backup options in case something goes wrong. Include crucial details like sign-in/out, meeting/departure times, places, and contact information.
Convenience is important
Considering that the age range of the delegates was wide, the activity for the event needs to be within walking distance or within the vicinity. Due to this prerequisite, we had to figure out how long the trip would take, if walking distances were suitable for all ages, or if we would need to arrange transportation. It was also useful for reducing the number of potential destinations in the vicinity. We know we’ve mentioned the customer journey before but in this case, it’s the literal customer journey that needs to be considered here.
Engagement sparks memory
Since the majority of the delegates were not based in Singapore, we helped them get to know Singapore through the activities, the meals, and the gifts. Our planned itinerary included a guided tour of Gardens by the Bay, one of Singapore’s top tourist destinations. We treated them not only as businessmen and women but also as tourists to Singapore.
Our goal at Convergence Concepts is to provide our clients with an experience they will never forget. Even if an organization’s event achieves its objectives and fulfills its quotas, it may fail to leave a lasting impact on its employees and other stakeholders if it’s not memorable.
An event is a chance to make an interactive experience. Focus on dynamic activities to keep guests constantly entertained and involved so that it will bring about a memorable event.
Keep team-building fun
As with most company general meetings, there would be breakout sessions to discuss and brainstorm new ideas or solutions. But it doesn’t always have to be formal, information can be relayed in a fun manner. Besides team discussions on the standard pen and paper, ask yourself if there are any elements that can make it fun. What if coloured markers and a shared whiteboard were used?
At the same time, team-building activities don’t have to be business-themed. It can be focused on hobbies or interests. For example, the delegates opted for an activity where they can learn about an aspect of Singapore, which is why we planned for the guided tour. It served as a platform for a team-based Q&A quiz, which in turn served as a team-building activity. Meanwhile, it provided a light-hearted opportunity for delegates who had never met in person to get to know one another.
Plan for logistical requirements
When planning an event, your technological requirements will change based on the nature of the occasion and its setting. Here are some elements to consider:
- Audio and visual equipment
- WiFi access
- Tech crew
- Test runs
- Accommodation for attendees
The setting of an event is very important. Use in-house personnel and equipment for things like WiFi, IT support, audio-visual equipment, etc. if the event is being held in your office. Off-site gatherings need more of everything—from production staff to technology expertise to physical resources—to pull off successfully.
Finally, remember to reflect on the planning that was successful and those that did not. Make use of these ideas as you plan for the next event. Keep in mind that arranging an event is an intricate process that requires the consideration of both the company and the attendees.
Are you looking to organize a conference but need the assistance of a team? Look no further than Convergence Concepts, we are conference organizers that are passionate about helping our clients create a conference that is immersive and interactive. In addition, we have expertise in the areas of strategy, creativity, experience design, and digital media for conferences and B2B events. Reach out to us at email@example.com to inquire more!