Ever been to a company event and walked away thinking, "Well, that was a total waste of time"? Or maybe you had a good time, but it felt like the organizers just winged it, and things went haywire? If you're nodding along, we get it—you wouldn't wish that chaos on your own company bash. That's why today, we're diving deep into the nitty-gritty of how to properly pull off a summit event. So, grab a seat and let's chat logistics!

What is a summit event?

In the political realm, think of summit events as the heads of states debating and informing others over global affairs. It’s safe to say they’re pretty formal events! But, in the business world, they’re a little different. 

In the business world, a summit event is a corporate meetup where top dogs, experts, and decision-makers huddle up to discuss strategies, tackle challenges, and hopefully cook up some game-changing plans for their organizations.

Now, these events won’t usually happen in the company meeting room, it’s a popular choice to have them held in a serene offsite location. This is so the creativity flows like a wellspring of ideas. It's in this inspiring setting that game-changing strategies are conceived, innovative ideas are birthed, and collaborative efforts take the spotlight.

This is not your run-of-the-mill meeting; it's where business brilliance meets a touch of magic, meaning you need to show it the respect it deserves! How do I do this, you ask. By planning of course!

Planning a company summit

Planning a summit event is a mammoth task but our guide is here as your trusty sidekick in this adventure. We're breaking down the nitty-gritty details before the event kicks off, making sure even the tiniest cogs are well-oiled. As the summit unfolds, we're here with reminders and tips to keep the ship sailing smoothly. And after it's all said and done? We've got your back with post-event advice too.

Pre event planning

1. Define Goals and Objectives

Identify overarching goals

Alright, let's kick things off by getting a grasp of the big picture for our summit. What's the scoop on our overarching goals? We're talking about the North Star here—the one that's going to be our guiding light, steering our ship as we set sail into this summit adventure.

Define specific objectives for the summit

Now that we've got that grand vision painted on the canvas, it's time to zoom in. What are the nitty-gritty steps we need to take to hit those big goals? Cue the specific objectives—they're like our trusty roadmap, making sure we stay on the right track and don't veer off course. Let's break it down and make sure every step counts.

2. Create a planning team

Select diverse and skilled team members

Our success hinges on the strength of our team. Let's assemble a dynamic group, bringing together individuals with diverse skills and perspectives. A mix of experience and fresh insights will enrich our planning process.

Assign roles and responsibilities

Now that we've got our dream team, let's make sure everyone knows their part. Assign roles and responsibilities thoughtfully, ensuring each member plays to their strengths. This collaborative effort will be the backbone of our summit's success.

3. Establish budget

Outline expected expenses

Time to put on our financial hats. What are the anticipated expenses for our summit? From venue costs to speaker fees, marketing, and materials – let's lay it all out. This will give us a clear understanding of the financial landscape.

Allocate funds for venue, speakers, marketing, and materials

With a budget in hand, let's be strategic in allocating funds. What's the priority? A top-notch venue, captivating speakers, compelling marketing, or quality materials? Balancing these allocations will ensure we get the most bang for our buck.

4. Choose a theme

Align with organizational values

Our theme should be more than just catchy words; it should resonate with who we are. Let's ensure it aligns seamlessly with our organizational values, reflecting the essence of what we stand for. This not only ties everything together but also reinforces our brand identity.

Reflect current leadership trends

A theme that's not only timely but also forward-thinking. What are the current trends in leadership? Let's tap into the pulse of the industry and choose a theme that not only captures the present but also paves the way for the future.

5. Select a venue

Get cozy but not cramped

First things first – let's talk size! We need a venue that's like Goldilocks' perfect porridge – not too big, not too small, just right. It's all about ensuring our space can comfortably hold our audience without feeling like a sardine can. So, let's check the capacity and make sure everyone has room to breathe.

Logistics, logistics, logistics

Now, onto the nitty-gritty – logistics! How easy is it for our audience to get there? What's the parking situation like? These details might seem small, but they're the glue that holds the whole experience together. We're aiming for seamless, stress-free attendance, so let's make sure the logistics are as smooth as silk.

Tech savvy venue

In the age of bytes and bandwidth, our venue needs to be more than just walls. It's got to be a technological wonderland. Think high-speed internet, top-notch AV capabilities – the whole nine yards. We're not just aiming for accessibility; we want our venue to be a tech-savvy haven, ensuring a silky-smooth flow of information.

Need help with a venue? Surf Office is here!

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6. Develop an agenda

Outline keynote sessions, workshops, and breaks

Let's sketch out the blueprint of our summit. What are the must-attend keynote sessions? Engaging workshops? Well-deserved breaks for networking and reflection? Mapping this out will ensure a dynamic flow throughout the event.

Include networking opportunities

Networking is the secret to any successful summit. Let's sprinkle it generously throughout our agenda. Whether it's structured networking sessions or casual mingling opportunities, let's encourage and promote connections that extend beyond the event.

7. Tech, oh, so much tech!

Planning a leadership summit these days is like taking a university degree; a mass amount of information that you need to remember in order to pass! You've got communication tools, event management platforms, and who knows what else in the mix. 

So, we've developed a helpful checklist to keep you organized and in the loop with what you need to prepare (but remember a lot of these are optional). Make sure no tech stone is left unturned!

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On-site execution planning

So, now we’ve planned the basics to what the event will include, it’s time to think about planning the logistics. Step-by-step ideas and suggestions to make it all run smoother are just a scroll away!

Registration and check-in

First impressions matter, and for many, it starts with registration. Let's make sure the check-in process is as smooth as silk.

Time is gold, people

For our summit, let's make every moment count – starting with check-in. Time is of the essence, so we need a process that's faster than a cheetah on caffeine. Think digital registration options and staff strategically positioned like checkpoint wizards. We want attendees to breeze through that entrance like it's a VIP red carpet affair.

Event materials for check-ins

Efficiency is our middle name, especially when it comes to handing out the goods. Whether it's agendas, notepads, or the all-important badges that grant access to the summit wonderland, let's have it all set and ready. A well-prepared attendee is an engaged attendee, and we want everyone to be armed and ready for the summit experience.

Nailing the perfect welcome segment!

Stepping into a new venture is like entering a vibrant story, and the welcome script is the opening chapter. You could start with a slick company montage video, spiced up with the finest moments from the past year, backed by a soundtrack that's practically an anthem of success. These types of videos stir the embers of motivation. 

Toss in an icebreaker or two if you’ve got a smaller audience—maybe a game, a shared laugh, or a nod to a collective challenge. Suddenly, the atmosphere shifts from formal to familial, setting the stage for collaboration.

Concurrent sessions and workshops

Our summit's true value lies in the depth of knowledge shared in concurrent sessions and workshops. Let's ensure these are not just informative but engaging experiences.

Facilitate interactive discussions and Q&A sessions

Think of interaction as the heartbeat of our summit's education groove. In your sessions and workshops, let's ditch the passive mode and turn up the engagement. The aim here is to have attendees diving into lively discussions and firing away with questions during Q&A sessions. The last thing we want here is a high school dance where everyone is too scared to make the first move!

Ensure smooth transitions between sessions

Nailing smooth transitions between different sessions screams professionalism! We need to put our coordination skills to work, ensuring each session gracefully hands the baton to the next. Attendees won't even notice the shifts; they'll just feel the uninterrupted flow of insights. It's the kind of seamless experience that leaves them thinking, ‘Wow, that was impeccably organized.’

Post event

Just because you’ve planned and carried out the summit event, it doesn’t mean you’re finished just yet! Next are the post summit events you need to consider in order to get the very best from your event: 

Distribute post-event surveys

These bad boys are like our golden tickets to understanding what the attendees thought of the whole shebang. Let's make these surveys top-notch, asking all the right questions—concise yet covering everything from the content to the logistics. The more we know, the more we can spruce things up for the next go-round.

Analyze feedback for future improvements

Dive deep into those responses, spot the trends, and distill some seriously actionable insights. Whether it's jazzing up session formats or making networking opportunities more epic, let's use this feedback as our trusty compass for navigating the seas of event perfection

Establish follow-up mechanisms

We're talking about establishing follow-up mechanisms that are so robust, they make the closing remarks feel like just the beginning. Consider personalized emails, surveys to post meeting clarities, and hey, why not throw in some virtual meet-ups? Because staying connected after the event isn't just a bonus – it's like adding extra sprinkles to the ice cream.

Actually use the feedback!

Our final point here is more of a reminder. You’ve got all the feedback, everyone's thoughts, even jotted down your own thoughts on where things went wrong and right. So, don’t shove these in a desk drawer and forget about them, put them to good use! Whether it's refining session topics, adjusting the agenda flow, or enhancing networking opportunities, incorporating attendee feedback is our recipe for an even more impactful summit.