Running successful internal events is vital to developing a strong, connected, and motivated workforce. Whether in-person, virtual, or hybrid, internal events play an essential role in boosting employee engagement, improving retention, and attracting new talent.
With the increasing prevalence of remote and hybrid working practices, some employees may only connect with their colleagues during internal events, emphasising the growing importance of these events.
But how do you create internal events that truly resonate with your team and align with your company’s objectives? Read on to discover practical ideas and tools that can help you plan internal events that resonate with your team and support your company’s objectives.
Contents:
What are internal events?
Internal company events are organised activities or gatherings involving employees. They can range from formal meetings to informal social gatherings.
Internal events are essential for several reasons:
1. Creating and maintaining a strong company culture
Company culture is the shared values, beliefs, and behaviors guiding employees daily. Internal events play a crucial role in shaping and sustaining culture.
Regular gatherings and celebrations help reinforce the company’s values and create a cohesive environment where everyone feels aligned with the organisation's mission. A strong culture promotes a positive work atmosphere, increases employee loyalty, and attracts top talent who identify with the company's ethos.
According to one report, companies with successful cultures are 5 times more likely to see significant revenue increases than those with less successful cultures.
2. Aligning everyone on organisational goals and priorities
Internal events such as global town halls, sales kickoffs, and team-building days are essential for communicating the organisation’s objectives. They provide a platform for leadership to articulate their vision and for employees to ask questions and clarify their roles in achieving these goals.
When everyone’s aligned, it fosters collaboration, reduces confusion, and ensures all efforts are directed toward the company’s most important priorities.
Mahmood Noman, Senior Director People and Culture at Chemonics Group UK Ltd, believes that internal events are critical for a number of reasons, not least the on-boarding of new hires. He says:
“Using internal events helps new employees navigate the company culture, make connections and overall being a participant at these events boost employee engagement.”
3. Inspiring employees
Leadership talks, success stories, and recognition ceremonies are potent tools for inspiring employees. When employees are regularly exposed to the organisation’s achievements and are acknowledged for their contributions, they’re more likely to be motivated to excel.
4. Building the internal company brand
Internal events help build a solid internal brand that resonates with employees through consistent messaging, engaging activities, and transparent communication.
A well-established internal brand creates a positive perception of the company as a great place to work. When employees are proud of their company, they become ambassadors, positively influencing future employees and clients through their words and actions.
5. Increasing employee satisfaction, loyalty, and retention
When employees feel valued and connected, their job satisfaction increases, fostering loyalty. By investing in internal events that show appreciation and provide growth opportunities, companies can reduce turnover rates and retain their top talent. This saves on recruitment costs and maintains continuity in operations.
6. Training and educating employees
It’s worth noting that workshops, seminars, and online sessions dedicated to training help employees stay current with industry trends, new tech, and company-specific processes. These educational opportunities enhance employees’ capabilities and demonstrate that their company is invested in their professional growth.
7. Facilitating change management
Internal events are critical during periods of change, such as mergers, acquisitions, or the implementation of new technologies or processes. By holding events that communicate the reasons for change, outline new procedures, and provide support, organisations can help employees adapt more smoothly.
These events reduce resistance, alleviate concerns, and ensure that employees are informed and equipped to handle transitions, thereby minimising disruption to business operations.
8. Encouraging innovation and creativity
Brainstorming sessions and innovation workshops are great for developing an environment where creativity and new ideas are encouraged. These types of internal events provide a platform for employees to collaborate, share ideas, and develop innovative solutions to business challenges.
By prioritising such events, companies can tap into the collective creativity of their workforce, possibly leading to the development of new products, services, or processes that could give the organisation a competitive edge.
9. Embracing a culture of recognition and reward
Events like award ceremonies, recognition dinners, and employee appreciation days create a culture where employees feel valued for their contributions. They also boost morale and incentivise high performance by showing that the company recognises and rewards excellence.
A culture of recognition typically leads to higher employee motivation, better performance, and increased loyalty. It makes sense that employees are more likely to stay with an organisation that appreciates their efforts.
Critical stakeholders in internal events programmes
Planning and executing internal company events involves various key stakeholders, each playing a crucial role in ensuring the success of the events. Here's a breakdown of the main stakeholders and their roles:
1. Human resources
The HR department often takes the lead in organising internal events. They identify the need for events, set objectives, and ensure alignment with company culture and policies. HR is typically responsible for:
- Planning and scheduling events
- Coordinating with other departments
- Ensuring inclusivity and compliance with company policies
2. Senior leadership
Senior leadership provides strategic direction and approval for significant events. Their support is crucial for securing the necessary resources and buy-in from the organisation. They are involved in:
- Setting the vision and goals for events
- Approving budgets and resources
- Participating in events to demonstrate leadership commitment
- Providing feedback and guidance to the planning team
3. Event team
This cross-functional team takes care of the detailed planning and execution of events. Members often come from HR, marketing, finance, and other departments. Their responsibilities include:
- Developing the event concept and agenda
- Coordinating logistics such as venue, catering, and technology
- Handling registrations and participant communications
- Overseeing the event on the day and troubleshooting any issues
- Managing budgets for events
- Evaluating the success and impact of the events
4. Internal communications
This team is responsible for promoting the event and ensuring all communications are clear and engaging. Their tasks involve:
- Designing promotional materials and campaigns
- Promoting the event internally
- Managing internal communication channels (email, intranet, etc)
- Creating content such as announcements, invitations, and reminders
- Gathering and sharing event feedback and highlights
5. IT support
The IT team ensures that all technical aspects of the in-house events run smoothly, especially for virtual or hybrid events. Their responsibilities include:
- Setting up and managing event technology platforms (such as video conferencing and registration systems)
- Providing technical support before and during the event
- Ensuring data security and privacy compliance
- Troubleshooting any technical issues that arise
IT support will likely have less input in off-site events as a production company will usually be contacted for those.
6. Operations
This team handles the logistical aspects of in-person events. They ensure that the physical space is prepared and meets all requirements. Their duties include:
- Setting up and arranging the event space
- Coordinating with external vendors (catering, equipment rental)
- Managing health and safety protocols
- Overseeing the breakdown and cleanup after the event
7. External vendors
External vendors may provide specialised services such as catering, entertainment, or facilitation, depending on the event. Their responsibilities include:
- Delivering goods and services as agreed
- Coordinating with the internal event planning team
- Ensuring high-quality service and adherence to schedules
Each stakeholder plays a vital role in ensuring that internal company events are well-planned, effectively executed, and achieve their intended outcomes. Collaboration and clear communication among all stakeholders is essential to the success of these events.
Raising the bar for hybrid and virtual internal events
The trend of investing more time and resources into enhancing the hybrid and virtual internal event experience is a step change being driven by the need to adapt to new work models. This approach not only boosts employee engagement but also helps maintain a robust and cohesive company culture.
Some organisations are going the extra mile by providing speaking coaching and hosting regional watch parties for key events. Creating a budget for regional watch parties, perhaps with food or hiring a venue, will help employees feel like they are part of a cohesive group.
Regional watch parties are also a great way for a company to reduce its impact on the climate by eliminating the need to travel to one key location. This hub-and-spoke approach supports an organisation’s commitment to its sustainability goals and has the added benefit of reducing costs.
Raising the bar for internal events involves using technology to improve the experience, understanding and responding to employee expectations, and, ultimately, creating immersive, inclusive, and engaging events that all employees can enjoy.
1. Accommodate hybrid work arrangements
The shift towards hybrid and remote work models, accelerated by the COVID-19 pandemic, has become a lasting change for many organisations.
In fact, according to The Annual Events Industry Salary Survey, produced by You Search & Select, a significant 85% of respondents said they would not consider an employer that didn't offer hybrid or remote working.
With employees based in different locations, companies have recognised the need to maintain a strong sense of community and connection.
Levelling up the virtual/hybrid internal event experience ensures that all employees feel included and engaged regardless of location.
2. Prioritise inclusivity and accessibility
Virtual and hybrid events allow organisations to include employees who may not be able to attend in-person events due to geographic, personal, or logistical reasons.
Such inclusivity and accessibility is crucial for creating a sense of belonging and ensuring everyone has equal access to company culture and information.
3. Create opportunities for remote employees to connect
One of the challenges of remote work is the potential for employees to feel isolated or disconnected from their colleagues and the organisation.
By engaging in hybrid and virtual events, companies can create opportunities for employees to connect, collaborate, and socialise, which helps mitigate feelings of isolation.
Jacky Griffiths, Director of ESG People and Culture at Grant Thornton LLP UK, emphasises the importance of regularly checking in with employees no matter how your organisation works, saying,
“Virtual online meetings are still very much part of the way we check in, and they have become essential for employee well-being. In some meetings, we create a safe space for our people to freely discuss what's happening with them and what's top of mind before addressing business issues. We've found that by fostering this inclusive culture, we build camaraderie and compassion among our people."
4. Strengthen cultural consistency across locations
As workforces become more dispersed, maintaining a consistent company culture becomes more challenging. Investing in high-quality virtual and hybrid events helps reinforce company values and culture across all locations. This is a good way to ensure that remote and in-office employees share a unified experience.
5. Facilitate global knowledge sharing
Hybrid and virtual events enable knowledge sharing across global teams, breaking geographical barriers. This is particularly valuable for international organisations, where employees from different regions can learn, share ideas, and collaborate.
7. Prepare your workforce
Investing in virtual and hybrid event capabilities means companies are better prepared for future challenges. It’s a powerful way to make sure that internal communication, engagement, and collaboration can continue regardless of external circumstances.
Engagement strategies for internal events
1. Use gamification techniques
Incorporate gamification elements to make events more interactive and fun. Gamification lends itself perfectly to any internal event, and mandatory training can be brought to life in a new way.
For example, you could plan a "skills showdown" in which teams or individuals participate in mini-challenges to demonstrate their professional and soft skills, such as problem-solving, creativity, and communication.
Challenges should mirror real-world scenarios relevant to your company; this approach gamifies learning and showcases the wide range of talents within your organisation.
2. Enhance employee inclusivity
Prioritise employee inclusivity by incorporating accessibility and neuro-diversity measures into events. For example, if your company has offices in different language zones, it’ll be helpful to provide real-time interpretation and translation available.
3. Involve employees in event planning
Empower employees to participate in event planning. This will increase levels of buy-in and make it feel more relevant to them.
Take the opportunity to encourage employees to take on voluntary roles to help organise and execute events.
4. Encourage collaboration and networking
A great way to encourage collaboration is by creating events that facilitate networking and cooperation across departments.
Plan some team-building activities that encourage employees to work together in new ways.
Some particularly sociable activities include hosting cross-departmental mixers or speed networking sessions.
💡For more creative ideas that are sure to engage employees, check out our post, 10 Creative Internal Event Ideas to Boost Employee Engagement.
How to use event technology to increase employee engagement
1. Networking tools
Facilitate networking at internal events to help employees connect as they progress to new roles within the company. For new hires, the opportunity to connect with colleagues is crucial, especially for those who work remotely.
2. Interactive polling and Q&A
Use live polling and Q&A tools to engage attendees and gather instant feedback.
Live polls during sessions help gauge opinions and drive engagement by highlighting attendees' top-of-mind issues. Q&A features allow participants to submit and vote on questions.
A popular icebreaker is to ask attendees a question to which they can only submit one word in response. A word cloud can be generated which shows a visual representation of the audience's responses.
3. Mobile event apps
Develop event-specific mobile apps to manage and enhance the attendee experience.
This gives you the opportunity to use push notifications for real-time updates and reminders, to ensure your employees are in the right place at the right time. This is very helpful as company events mean there is a lot going on, and it’s easy for people to become inadvertently distracted.
4. Virtual event platforms
Use virtual event platforms to host virtual or hybrid events.
Create breakout rooms for small group discussions. Set up interactive Q&A sessions and live polls (see above) to create discussion points and enhance engagement.
5. Learning hubs
Once the event’s over, ensure there is easy access to content, particularly video and audio recordings. It’s essential for increasing the longevity of topics and sharing of new information.
Provide on-demand access to session recordings and presentations. This will help attendees remember critical messages and keep the discussions active.
6. Feedback and analytics tools
Employee feedback and insights are critical to your organisation's future. Gather and analyse feedback to help you improve and create even better internal events in the future.
It’s helpful to collect post-event and real-time feedback during and after sessions, which will provide a rich data seam for you to mine.
The future of internal events
Internal company events are vital to strengthening organisational culture, aligning employees with company goals, and boosting satisfaction and retention. Events like team-building activities and leadership talks help create an environment where employees feel valued and motivated, with support from key stakeholders like HR, senior leadership, and IT.
Emerging trends for internal events show a shift toward hybrid and virtual events, with technology playing a vital role. Tools like virtual platforms, interactive apps, and using gamification techniques make events more engaging and accessible, regardless of location.
To build a successful internal events programme, meetings, events leaders, and HR professionals should focus on aligning events with company values, embracing technology, and prioritising inclusivity. This approach will drive employee engagement and loyalty.
Want to go deeper into the latest on internal event planning? Discover more in our eBook, The Ultimate Guide to Internal Events.
