Your most pressing event questions, answered.

Planning a corporate event comes with a lot of moving parts—from choosing the right dates to selecting the perfect location.

We get tons of daily questions from companies looking to plan their events. Whether your company has never hosted an event before or you’re looking to upgrade your current events, here are some of the most common questions we get and our recommendations.

What are the best days to host a corporate event?

Choosing the right days for your event depends on your audience and goals. Here are some key considerations.

Attendee convenience.

Consider whether your attendees can easily take time off work. If your audience has families, they may prefer avoiding weekend travel. (Hint: most people don’t want to travel to work events on the weekend!)

You could also consider hosting your event toward the end of the week so individuals can extend their stay into the weekend.

Cost savings.

Venues often offer better rates during off-peak days. Midweek events can be more budget-friendly, depending on the hotel and market.

Popular schedules.

Many of our clients find success with Monday-Wednesday or Monday-Thursday patterns. 

Some also choose Tuesday-Thursday or even Tuesday-Friday to balance work schedules and travel.

What format is best for my event?

The structure of your event should align with your goals and audience engagement:

• Standard agenda: A common format includes two full days of content and networking, plus a half-day for arrivals and welcome activities.
• Program length: Aim to keep your event under three days to maintain energy and focus.

👉 View our agenda templates for your next conference.

Are local events better than national events?

Both local and national events have their advantages:

• Local events: These can offer more flexibility and reduce travel costs for attendees. They're growing in popularity among our clients, especially for more intimate gatherings that drive community efforts.
• National events: While logistically more complex, they provide valuable networking opportunities across regions and foster a unified company culture (for internal events).

What are the best locations to host an event?

Choosing a location should be driven by your event's goals and your attendees' preferences. Current popular destinations include:

• Major markets: Las Vegas, Orlando, Dallas, Chicago
• Rising markets: Nashville, Scottsdale, Washington, D.C.
• Smaller markets: Savannah, Georgia; Boulder, Colorado; Palm Springs, California; Charleston, South Carolina
• International (close to the U.S.): Puerto Rico, Cabo San Lucas

👉 Check out our top U.S. destinations for conferences.

How should we approach planning?

Effective event planning starts with a solid strategy:

• Define goals and audience: Understand what you want to achieve and who you're targeting before making any decisions. Create a general idea of your agenda or event format at this point.
• Venue search timeline: Begin looking for a venue at least 6–12 months in advance. Having a clear event format and goals will streamline this process and make it easier for hotels to offer you the best rates (AKA you need to know how many breakouts you need before you contract hotel space!).
• Engage experts: If possible, partner with an event management agency early to refine your strategy and handle logistics.
• Secure vendors early: Once the venue is booked, focus on contracting vendors like A/V, registration, transportation, etc. to ensure your event runs smoothly.

👉  Our favorite event-planning checklist.

What budget considerations should I prioritize for my event?

Budgeting effectively ensures you allocate funds where they matter most. Check out our conference budgeting article for more detailed suggestions for your budget.

1. Venue and F&B.

Your venue is one of the most important factors in ensuring your event runs smoothly and leaves a great impression on your attendees. Make sure to allocate a sizeable portion of your budget to this cost. Even if you’re not paying for hotel rooms, make sure to allocate enough in your F&B budget for the venue’s minimum.

2. Vendors (specifically A/V). 

Audiovisual production is the next large chunk of your budget that will make or break your event. Make sure to leave a sizeable portion (we recommend at least 15% of your budget) to A/V so you can ensure you’re working with trusted professionals with high-quality equipment.

3. Technology and registration.

Registration is one of the first touchpoints your attendees have with your event. Make sure to allocate a good portion of your budget to registration management (most of our clients spend about 5% of their budget on registration). This includes both the technology and the professionals to get the job done.

4. Marketing and promotion.

Ensure there's budget for promotional materials and campaigns.

5. Contingency fund.

Set aside about 5-10% of your budget for unexpected expenses.

👉 Curious how others are breaking out their budgets? Check out our benchmarking data here.

What technology should I use?

Technology can simplify event management and improve the attendee experience. Here are a few of our suggestions.

• Event management software: Platforms like Cvent, Swoogo, GetRegistered, or Kubeworks help with registration and logistics.
• Mobile event apps: Keep attendees informed with agendas, maps, and networking tools.
• Data analytics: Use tools to collect feedback and analyze event success.

👉 Check out our list of top event-planning apps.

What’s the best way to handle last-minute changes or emergencies?

Being prepared for the unexpected is important. We’ve seen just about everything (ahem, Pandemic). Here are some suggestions:

• Contingency planning: Develop backup plans for key aspects like weather, speaker cancellations, or tech issues.
• Clear communication: Keep vendors, staff, and attendees informed of any changes.
• Emergency contacts: Have a list of emergency contacts for all key vendors and the venue.
• Flexible contracts: Negotiate flexible terms with vendors in case of last-minute adjustments.

By addressing these key considerations, you'll be well on your way to planning a successful corporate event that meets your goals and leaves a lasting impression on attendees.

Have a burning question about your event? Reach out to see how GoGather can help you strategize and plan your best event yet.