ANNUAL COMPANY MEETINGS & EVENT AGENCIES: TOP 10 EXPECTATIONS OF CEOs

By Absolute Event - 20 sept. 2016 11:00:00

An annual company meeting is a one-of-a-kind gathering that enables CEOs to meet with their staff outside the day-to-day business of the firm. CEOs have messages they want to convey to their employees. This is why annual company meetings require a multidisciplinary team, flawless organization and creativity.

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CEOs confirm this need for 10 points in particular. 

1.Expression of the company's spirit and values

Senior executives expect an annual meeting that understands and incorporates their company's values. No two firms are alike, so events agencies must adapt to each event and capture the unique spirit of the company. This creates a foundation for creativity.

Example:
A major agribusiness firm organized an annual meeting whose goal was to focus on getting back to nature. It chose the great outdoors as its theme and its employees gathered at a bivouac in the desert for a guaranteed impact!

 

Testimonial: “It was a new, original way to organize our annual meeting. The choice encouraged closer bonds and energized our interactions with our network."
Jean F. - Marketing Director, agribusiness company


2. A structured agenda

An annual meeting should be unforgettable, from start to finish. Every sequence on the schedule should hold value for the participants and serve the purpose of the event. Here again, executives expect value-added suggestions for a well-paced event. And, of course, themes matched to employees' tastes and the company's values.

Example:

A leading robotics company organized Olympics-type games for young people in training. The event was designed for teams of students, instructors and judges who were industry representatives. The result was a blend of contests (for the competitive spirit), a plenary session (to discuss business challenges) and a party (for team building and interacting).

 

3. Well-chosen speakers and sequencing

The choice of speakers and the order in which they appear should not be left to chance. The sequence should prepare for the CEO, who may then cede the floor to other speakers, who will build on the experience and continue developing the message. Scripting will help hold the audience's attention and make every speech a highlight, while showcasing the CEO's comments.

 

4.Coaching in stage presence

CEOs often speak at these annual company meetings at it is a highly anticipated event for employees. Beyond the words spoken, what happens on the stage should extend the reach of the speech. Every aspect of stagecraft is an opportunity to build drama around high-impact presentations: set design, props, music, jingles, costumes, etc.

Executives need guidance in this very public exercise at which they do not necessarily excel. They expect ideas and advice for a well-presented speech, but there is no ready-made solution. Every speech will require its own degree of innovation and invention. We also recommend that you have the CEOs rehearse their speeches several times – based on their availability, of course, but the more they practice, the higher the likelihood of making a lasting impression.

Technology can also improve stage presence. Indeed, using a monitoring screen to check one's posture or scrolling the screen on a teleprompter enable perfect delivery. To take it even further, you can use a Pavlov remote control (which lets a speaker send signals to a projectionist or operate software with the controls) or Kinect technology (a really fun, innovative solution for speaker-audience interaction).

 

5. Appropriate technical proposals

All CEOs want to organize fantastic events, but not all companies have the same resources. For each of them, you will have to find options that are technically appropriate and, more importantly, easy for the speakers to use during their presentations.

There are many possibilities: video projection, live demonstration, exhibition, live streaming, webcasting, etc. Not all CEOs are familiar with all these options, which is why we advise pointing them toward solutions that are both practical and likely to spark inventiveness.

 

6. Media redesign for consistency

Annual company meetings often entail multiple speakers using multiple formats: videos, PowerPoint presentations, Keynotes, live demonstrations and so on. It is very likely that each presentation aid was developed by someone different, so you must create an event-specific visual identity for all them.

A media redesign will make all the event's presentations and communication aids visually harmonious (website, naming, invitation, displays, PowerPoint template, etc.). A media redesign also ensures the quality of media, from sound to visual and everything in between. CEOs obviously need the help offered by professionals as their staff do not necessarily have the skills or the time to develop an original, professional media design.

 

7. Optimized budget decisions

Organizing an annual company meeting involves a cross-section of professional skill sets and resources. It is tough for the decision-makers to have a clear view of this maze and to make financial decisions. How much should they spend on this big event? What is mission critical and what is superfluous? They expect you to show them the ROI for the options pitched and to help them correctly identify priorities.

CEOs need a summary, a clear synopsis that enables them to understand the ins and outs, if and how their goals will be met, a succinct agenda, the details of their speech and the overall budget.

 

8. Measures taken to ensure overall event safety

Safety is more important than ever when organizing a large-scale event like an annual convention. Planners must ensure the physical safety of participants and the venue, as well as provide for doctors, security services and even firefighters if appropriate. Safety is also linked to liability: depending on the activities offered, participant insurance may be mandatory. 

Safety and security matters encompass logistics, regulatory requirements and financial concerns, so CEOs want to be sure they are addressed and overseen by qualified professionals.

 

9. Adaptation to the company's constraints

International travel, set-ups in unusual places, monopolizing employees for several days... organizing an annual company meeting involves complex planning and management. To avoid striking a false note, comprehensive control should be exercised over all these aspects. One must think of everything: registrations, reservations, transfers, logistics, assistance, reporting, global communications, etc. It's the work of a specialist!

Although CEOs are willing to invest in an annual company meeting, they must also feel that the endeavor is being well managed and that it will not disrupt business operations.

 

10. Turnkey service

Organizing an annual meeting requires multiple skill sets. Executives are looking for effectiveness, simplicity and creativity from their event planning agency. This is why they want a single provider with a network of qualified professionals who can offer them turnkey service coordinated through a single contact person.

 

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