As a customer experience keynote speaker who’s attended hundreds of events across a variety of industries, I’ve learned a lot about what makes corporate gatherings truly stand out. In this blog post, I’m excited to share some of my best corporate event planning tips to help you elevate your event and create unforgettable experiences.
Planning a corporate event is no small task. Whether you’re managing a major annual conference or a busy lineup of smaller programs throughout the year, the pressure is on. With countless vendors to coordinate, logistics to juggle, and moments to perfect, there’s a lot to keep track of—and many stakeholders counting on you to deliver.
If you’re seeking practical corporate event planning tips that go beyond the basics, you’ve come to the right place. These ideas will help you increase engagement, create superfans who can’t wait to return, and ensure your event leaves a lasting impression.
To keep things simple and actionable, I’ve organized my top tips into three key phases: before, during, and after your event. No matter where you are in the planning journey, you’ll find strategies to help you raise the bar at every step.
Corporate Event Planning Tips: What to Do Before the Event
Creating an unforgettable event experience starts long before attendees arrive on site. The planning phase is where expectations are set—and where planners can make a lasting first impression. Here are key event experience tips for planners to help set your event up for success.
Help Attendees Prove the ROI
If you’re inviting guests from other companies—especially for a user conference or industry event—don’t assume they can easily get approval to attend. Make it easier for them to say yes (and for their bosses to say yes, too!) by providing a “How to Prove the ROI of This Event to Your Boss” letter or email template. Include details about the value of attending, networking opportunities, and key takeaways they’ll bring back to their team.
Involve Your Audience Early
Want attendees to feel connected to your event before it even begins? Invite them to weigh in during the planning process. Ask for feedback on:
- Potential locations
- Topics they’d love to see covered
- Preferred speakers or panelists
- Format preferences (workshops, panels, keynotes)
- Ideal event length or days of the week
Listening to your audience makes them feel valued—and more likely to register and engage.
Be Mindful with Your Event Dates
Timing is everything. Avoid scheduling your event too close to major holidays or weekends that matter to your audience. For example:
- Don’t kick things off on the Monday after the Super Bowl, Easter, or Mother’s Day
- Be mindful of religious observances and family-focused holidays like Halloween or Valentine’s Day
This sounds like common sense, but I’ve had to travel on Mother’s Day a few times to make it for a Monday morning keynote. Your attendees are more likely to show up—and show up enthusiastically—when they don’t have to choose between your event and time with loved ones.
Eliminate the Pre-Event Scramble
Don’t force attendees to dig through old emails the night before or morning of your event. Send a final reminder the day before that includes:
- Venue address
- Parking or rideshare instructions
- Check-in details
- Event schedule or agenda
- Wi-Fi info (if available)
- Dress code, weather forecast, or anything else that helps them feel prepared
Pro tip: include this info in a mobile-friendly format or a downloadable PDF so it’s easy to access on the go.
Bonus Tip: Set the Tone with Pre-Event Content
A quick win: create excitement early by sharing a welcome video from a speaker, spotlighting a featured session, or posting an “Attendee Checklist” on social. It builds anticipation and helps your guests feel like they’re already part of something special. As a keynote speaker, I always offer to record customized videos for my clients. It allows me to introduce myself, my keynote topic, and encourage people to register for the event.
Corporate Event Planning Tips: Elevate Attendee Engagement During the Event
This is where all your planning pays off—but it’s also where the magic (and sometimes the chaos) happens. The best event planners stay flexible, observant, and intentional throughout the event to make sure things run smoothly and attendees feel like VIPs. Here are some of my favorite event experience tips for planners to create unforgettable moments on-site:
Start Each Day with a Team Huddle
For multi-day events, take 10–15 minutes each morning to meet with your internal team and key vendors. Talk through what’s going well, what needs adjusting, and what you want to note for next year. These quick syncs help your team stay aligned and responsive—and give you a better debrief after the event.
Make Hotel Check-In a Wow Moment
Set the tone before attendees even reach the venue. If you’ve arranged a room block, find ways to make the hotel experience feel on-brand and welcoming:
- Leave a small welcome gift at the front desk or in the room
- Customize key cards or info envelopes with your event logo
- Include a branded city guide or handwritten welcome note
Little touches go a long way toward creating a memorable, cohesive experience.
Anticipate Attendees’ Needs
The best corporate event planners go beyond the basics—they understand who their attendees are, what challenges they face, and how to design an event experience that meets those needs. When you truly know your audience’s story, you can create moments that feel thoughtful, personalized, and supportive.
For example:
- I’ve spoken at several real estate conferences, and I know that agents often feel anxious about disconnecting from their phones for hours at a time. Build in admin breaks—dedicated time for attendees to check emails, make calls, or catch up on paperwork. This helps them relax and focus better during sessions. If you’re planning an event for entrepreneurs, c-suite executives, or salespeople, you may want to add admin breaks between your sessions.
- If your event serves healthcare professionals (or any industry that requires people to be on their feet all day), consider a free shuttle service between the hotel and venue, comfortable seating areas with footrests and hydration stations, and even mindfulness rooms where they can recharge away from the buzz.
- When I spoke at a Rhea Lana’s event, I was amazed that they built a custom tent inside the ballroom for breastfeeding moms. They knew their registration list was 97% female and were aware of several breastfeeding attendees. Instead of having them exit the ballroom and miss part of the content, they brought the breastfeeding stations into the room.
Meeting these specific needs shows you’re paying attention—and helps your attendees get the most out of your event, turning them into true superfans.
Regardless of the industry you’re serving, your attendees can’t enjoy the content if they’re distracted or uncomfortable. Meet their basic needs before they have to ask:
- Provide accessible charging stations (bonus points for cozy lounge areas)
- Keep water easily available throughout the venue
- Offer snacks like candy, granola bars, or fruit
- Monitor the room temperature—seriously, no one learns well when they’re freezing or sweating!
These simple fixes show that you care, and they make a big difference in how people feel during your event.
Make Attendees the Heroes at Home with Thoughtful Take-Home Gifts
This is my #1 corporate event planning tip, by far!
As a keynote speaker and a mom, one of my favorite touches at events is a small gift I can bring home to my kids. It helps ease that parent guilt many attendees feel when they’re away from loved ones.
Event planners can create these positive moments by offering thoughtful souvenirs or small gifts that attendees can take home to their families—whether it’s branded toys or gadgets, candy, or even handwritten notes. These little tokens say, “We see you, and we understand the sacrifice you made to be here.”
When you help attendees become heroes at home, you deepen the emotional connection to your event—and your attendees will remember that care long after the last session ends.
Use Smart Photo Tech to Surprise and Delight
One of my favorite corporate event planning tips is to use SpotMyPhotos. It’s a service that uses a facial recognition feature to tag your attendees in photos, among many other cool benefits! It will make it easy for attendees to share their event experience with others.
Elevate Your Name Tags
Badges are more than name displays—they’re connection tools. Explore innovative options like:
- SmartBadges
- Dry Erase Name Tags
- Lego Minifigures
- Lanyard “Neck Wallets”
- Light-Up Badges
- Badge Ribbons
- Chalkboard Name Tags
- Magnetic Name Tag Buttons
Event Activation Ideas to Wow Your Attendees
To make your event truly unforgettable, creative activations can spark excitement, boost engagement, and leave attendees talking long after the final session ends.
- Retro Game Room: An event I spoke at had a duck hunting challenge on an old school Nintendo system – such a fun way to unwind after a long day!
- Mailbox Activation: A company set up mailboxes for all attendees so they could leave each other notes or drop business cards to connect after the event.
- Color-Coded Cups: If you have a drink station, assign topics to different colored cups. Attendees who want to talk about AI can find likeminded individuals with the green cups. It’s such an easy way to spark meaningful networking opportunities among attendees.
- Postcard Writing Station: Show attendees that you appreciate their sacrifice of leaving their families for your event with a postcard writing station.
- Advice Wall: Any wall where you can get attendees to add something about themselves is always a hit at an event! I’ve seen one where attendees wrote down the best piece of advice they’ve received on a postcard and stuck it up on the wall. It was really cool to read about the other attendees.
Elevate Your Expo Hall: Tips to Keep Attendees Engaged
One of the most important aspects of a successful event is the expo hall or trade show. An engaging expo hall filled with a variety of activities keeps attendees on-site longer. Instead of heading out after the last keynote, your guests will be excited to explore booths, interact with sponsors, and network with fellow professionals.
Here are my top tips for maximizing the expo hall experience and ideas to make it fun and memorable:
- Provide Free Snacks and Beverages: Hungry attendees tend to leave early. Keep them fueled with complimentary snacks and drinks to encourage longer stays and better engagement.
- Create Comfortable Seating Areas: Designate spots where people can relax, chat, or catch up on emails—giving them a reason to linger and recharge.
- Offer Memorable Swag: Free samples and giveaways are great, but the best booths go the extra mile with thoughtful gifts—like cute teddy bears or toys attendees can bring home to their kids, making the event memorable on a personal level.
- Include Charging Stations: After a long day of sessions, phones will probably be running low on battery! Help attendees stay connected by providing easy access to charging spots for their devices.
- Curate a Diverse Vendor Mix: Balance business-focused booths with entertainment vendors to keep the atmosphere lively and engaging.
- Use Cutting-Edge Technology: Integrate AR or VR experiences to offer immersive, wow-factor moments attendees won’t forget. Plus, they’ll be more likely to share these moments on social media.
My Top Corporate Event Activations
I’ve seen some awesome activations across hundreds of events! Here are a few suggestions that might work for your conference:
- Aura Readings: If you’re planning an event near Nashville, check out Tertiary Sight. I got a custom aura reading that I still have years later. If you’re not in Nashville, I’m sure there’s something similar in all major cities. People love to learn more about themselves and each other!
- Golf Simulator: Trade Show Labs offers a customizable golf simulator to wow your attendees. Make it a competition or an individual challenge. Let’s face it, golf is a big part of the corporate world. Lean into your audience!
- Escape Rooms and Puzzles: Escapely offers several team-building games with options that can be done virtually, around your city, or from the comfort of your office space or venue. This is perfect for any corporate event!
- Branded Jeopardy: Check out this branded tablet jeopardy experience that can travel straight to your expo hall. The questions can even be customized for your industry.
- Social Media Vending Machines: Create vending machines with almost any product inside and incentivize users to post about your brand on social media in order to get a prize.
Capturing Content: Get The Shots That Tell Your Event’s Story
If you’re hiring a photographer or videographer, be sure to provide them with a detailed shot list tailored to corporate events. Corporate settings have unique dynamics that differ from weddings or concerts, so it’s helpful to confirm your photographer has relevant experience. The content captured will be essential for recapping the event and building excitement for next year’s conference.
Feel free to customize this shot list to fit your event’s needs:
- Close-ups of all event signage, branding, and activations before attendees arrive (great for your records and marketing materials)
- Registration lines and check-in moments
- Candid photos of attendees networking and engaging
- Wide audience shots capturing the energy and scale of the event
- Close-up and wide shots of all speakers on stage — speakers appreciate professional action shots, and these images help promote your event!
- Photos of breakout session leaders and presenters, both close-up and wide
- Special attention to company VIPs and keynote speakers for exclusive photos
- Posed group photos, when attendees are open to it
- Expo hall setup before the crowd arrives (again, great for your records!)
- Close-ups of each vendor booth, including signage and swag
- Wide and candid shots of attendees exploring the expo hall
- Plenty of sponsor-focused photos highlighting their presence, signage, and giveaways — note VIP sponsors for extra coverage
- Group photo of the entire event staff to recognize their hard work
- Candid moments from evening receptions, happy hours, or special activities
- Specific shots or angles needed for your website, social media headers, or promotional videos
- This comprehensive approach ensures you capture the full story of your event, create valuable marketing assets, and provide your speakers, sponsors, and attendees with memorable visuals.
Corporate Event Planning Tips for After the Event
The end of your event doesn’t mean the end of the experience for your attendees. In fact, some of the most impactful moments happen after everyone goes home. Following up strategically keeps your corporate event top-of-mind, builds goodwill, and sets you up for even more success next year.
Here are my top tips to extend the event experience and turn attendees into superfans:
Send a Personal Thank-You (Not Just a Highlight Reel)
Ask your speakers, executives, or hosts to record short thank-you videos during the event. These clips can be used in post-event emails to create a more personal, memorable experience. Acknowledge the time your attendees took away from their businesses and families to be at your conference. A heartfelt message goes further than a generic sizzle reel.
Launch An Exclusive Offer For The Next Conference
If your event is annual, create a can’t-miss offer to lock in attendees for next year while they’re still energized. Think early bird discounts, VIP upgrades, or limited-time bundles that reward immediate action.
Keep the Value Flowing
Just because the event is over doesn’t mean the relationship should end. Consider creating a 52-week value drip—like tips, insights, or exclusive content—that keeps your community engaged all year long. Not ready to commit to weekly content? Even a monthly follow-up series with highlights, interviews, or “where are they now?” updates can go a long way.
PRO TIP: Ask your speakers about any resources or programs they can provide after the event! I have dozens of free resources I offer to corporate event planners that they can share with their attendees. I also offer an exclusive discount on my Six Weeks to Superfans Masterclass to clients and attendees.
Ask for Feedback—Then Actually Use It
Send out a thoughtful post-event survey asking for specific feedback on:
- Registration and check-in
- Favorite and least favorite sessions
- Venue, food, and beverage
- Overall event experience
Pro tip: Incentivize survey responses with a giveaway, like a free ticket to next year’s event, a signed book, or premium swag.
Celebrate Attendees on Social Media
Share standout moments, user-generated content, and testimonials from the event. Tag attendees or companies, thank your speakers, and shine a spotlight on the community to build ongoing buzz.
Final Tips for Corporate Event Planners
Planning an unforgettable event takes strategy, creativity, and empathy—but when done well, it pays off in a big way. From pre-event prep to post-event follow-up, every touchpoint is a chance to create meaningful moments and turn your attendees into lifelong superfans. I hope these corporate event planning tips have helped you improve your next conference!
Below are a few final resources for corporate event planners:
Check Out These Vendors
To find the right venue:
Cool Photo Vendors:
And if you’re looking to take your event to the next level, the right speaker can make all the difference. Whether you’re organizing a conference for finance pros, marketers, or sales teams, I’ve got you covered:
- 👉 6 Things To Look For When Hiring a Finance Speaker
- 👉 Hiring a Marketing Speaker? Watch For These 7 Things
- 👉 How To Know It’s Time To Hire a Motivational Sales Speaker
Interested in booking me for your next conference? Fill out the form on my contact page. Someone from my team will reply ASAP!
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