A 7 Step Guide To Plan And Conduct An Investor Day
Investors are always keen on getting first-hand information about the company’s whereabouts. Investor day is a unique opportunity to interact face-to-face with the investors along with providing financial and operational updates about the company. It is an excellent chance for senior management to engage with the investors and talk about the company’s plans for the coming years. The companies are now increasingly understanding the importance of holding an Investor Day; although they need to ensure they have a valid and substantial reason to conduct this event.
Since it is a big day for both, the company and the investors, planning an investor day should be treated as important as planning a wedding. Right things done at the right time can save you from unexpected glitches and last-minute costs. Conducting an excellent Investor day is a complicated matter, and here, we have simplified it into steps for you:
- Identify Your Agenda
To begin with, it is essential to understand the reason for organizing an investor day. Develop a strong message that you wish to convey to the investors through this event. Now, there can be several reasons to hold a disclosure event, but majorly it can be divided into three purposes: discussing progress, addressing issues or announcing the future strategy and even a combination of three. Everyone on the planning team should be acquainted with the message that you wish to convey through the investor day.
- Set Your Schedule
The date of the event is an extremely crucial point in the planning of Investor Day. You must take into account various factors like the availability of senior management and key personnel, public holiday, earnings season or conflicting events. Use a spreadsheet to plan out your timeline from today to the day of the event. Experts suggest that you must keep a window of three-four months to plan your first event from scratch. Identify every single action step and post them on the calendar. Highlight essential deadlines and make your team well-aware of the schedule.
- Decide Budget
Organizing an Investor day can be an expensive proposition for the company. Deciding how to spend your resources in advance allows you to cut back on extraneous costs. The IR team should take into consideration all the necessary costs and get the budget approved by the senior management at least three months before the event. Once you have funds allocated for the project, you can go ahead and make your venue, hotel, travel, catering bookings well in advance; thus gaining an edge of early-bird prices. According to your resources, you may also consider giving value-added giveaways to your attendees. Without a budget, there will be chaos in every financial decision of the project resulting in a loss of both time and money.
- Prepare and Rehearse
Creating content for presentations and speeches is the key factor in the success of an Investor Day. Give an abundance of time to perfect your presentations and deciding on the key points to talk about. Make sure the speakers practice the content several times before the actual presentation. Moreover, you must run through the timings, speakers, tech, lights, videos, and audios, etc. Prepare for the Q&A session in advance by listing down potential questions and preparing clear answers. If possible, create a situation at your office and rehearse the whole event once a few days before the real Investor day. Give a Fair Disclosure training to all the representatives of the company to avoid leakages and misunderstandings.
- Make Bookings
You will have to book your venue, hotels, catering services, electronic and tech rentals well in advance. For the venue, choose a place that is professional and convenient for a majority of your target audience. Selecting a location in a financial center like Mumbai will attract a greater crowd. If participants are expected from the outstation, you will have to arrange or help them organize hotel rooms for the stay. While finalizing the catering service, make sure you decide on the menu beforehand to avoid conflicts later on.
- Promote event
Invite your target audience and other noteworthy speakers from the industry at least two weeks in advance. Leverage digital media to promote your event. Co-ordinate with your IT team and create a dedicated landing page for Investor Day on your company website to give out information on the venue, speakers, schedule and more. Involve your Digital Marketing team to promote the event on social media. You can create an event-specific hashtag so the users can search for all the information they need. During the event, you can also opt for a live webcast the whole event or also live tweets for the investors to refer back to.
- Dry-run everything
Before the event, go through each activity you decided while planning the event. Check whether everything is in place. Review presentations and agenda. Discuss Q&A once with the team. Make a draft press release. Keep print materials and name tags ready. Visit the event venue and dry run presentation, screens, audio players, speakers, lights, etc.
After all the hard work, on the event day, relax and enjoy talking to the investors. It is vital to remain energetic and fresh throughout the event. The earlier you plan your event, the better your event delivery will be. Planning an Investor Day is not a weekend agenda so, give an abundance of time to plan and execute the event. Here are some additional tips that will help you plan your event well:
Conduct Perception Study– Contact your audience and ask upfront what they are expecting at the Investor Day. Ask about their concerns regarding the company’s business and try to answer them at the event.
Leave Room for Interaction– While planning the agenda, leave enough time for interactions after each presentation and after the conclusion of all presentations. Prepare well for expected Q&A.
Prepare Exit Survey– This is a great way to gain investor’s perspective on the event and a great tool to plan the following events. Ask the right questions and keep them short to answer.
Now that you know how to go about planning an Investor Day, it is time to put plans to action. Planning doesn’t have to be hard but smart. In our upcoming blogs, we will talk on the subject from other perspectives such as what to do on the event day, how to measure the event’s success, dos, and don’ts, how to prepare an investor presentation and much more. Stay tuned for more.
Did you know, with ExchangeConnect, you can plan your Investor Day easily and swiftly as the unified platform allows you to find and reach out your target investors, send invites, has integrated webcasting technology, and many more features to speed up your process and deliver top-notch quality content to your audience. You can also order your documents online within the platform and get high-quality presentations and press releases at your disposal. Visit our Solutions page to know more.