Best Standards And Practices For Investors Day
Investor Day is important for all the stakeholders of the Financial community the corporates, sell-side, buy-side, and investors. It helps to build a positive perception in the industry while bridging the gap between the management and the audience. With no doubt, Investor Day is a prime corporate event and must be well-planned and well-executed.
In our 7 Step Guide To Plan And Conduct An Investor Day, we briefly described what steps you should take to plan your Investor Day. If executed well, these events leave the audience with a better understanding of the company and the same perception ripples throughout the industry giving you an edge over others. To compliment our guide, we have compiled the best standards and practices you can keep in mind while planning your Investor Day:
Why: Defining your purpose
Resist the urge to squeeze as much information as possible, most of the data can be disclosed on the internet or given as handouts. Focus on the 3-4 most important things to talk about. Have a compelling (but brief) story of how the company has been doing so far about last year while addressing current and future plans.
When: Determining the month and the day
It is advisable to select days which does not conflict with holidays, vacation weeks and earnings seasons. One must consider the season too; for example, Rainy season is not the best time for events like these as the weather is quite unpredictable and can ruin your day. Once you determine the month, picking a day is also equally important. For example, if there is a long weekend coming, it is advisable not to keep the event on the previous working day as some might want to take a leave to enjoy their short vacation. Is there any new launch that you are planning? An event right after the launch can be a great idea to reflect the positive vibe of the company while increasing the excitement of the attendees.
- Run thorough research to check if there are any conflicting events of the same industry.
- Check with the availability of upper management who are going to participate in the event.
- Prepare a rough estimate of the time you will need for preparation.
- Shortlist 3-4 dates after considering various factors like day of the week, weather forecast if available and also availabilities of the nearby hotel rooms, event hall, tickets and more.
- Confirm once again with team members and upper management and decide the best date out of the shortlisted ones.
Where: Picking the venue
When choosing a venue for your investor day event, determine your target audience and consider a collective average of their geographies. If the majority of your target audience lives in City A, it will not be worth to host the event in City B just for the sake of cost-cutting. Some prefer off-site locations for convenience while others prefer Corporate Headquarters so to see the facilities. Best selection in such cases will depend on various factors like convenience, cost-efficiency, attendance expectancy, industry standard, and others. Stock exchanges are a good option in some countries as it is convenient and cost-efficient. Some people may also choose to attend live streaming or webcast over being physically present.
A good venue will:
- Have a short travel time from the nearest airports and stations.
- Be in a business hub.
- Have modern amenities like WiFi, projectors, sound systems and so on.
- Be in your pre-assigned budget.
Who: Choosing your audience and team members
Since the event is for the people and by the people, they are the main focus here. Choosing team members smartly will increase your chances of a successful event while reaching a target audience will drastically improve the worth of the event.
Your team should include:
- Top management including CEO and CFO
- Head of Business Groups/ DIvisions/ Strategic Business Units
- Head of Marketing/ Sales/ Production/ HR
- Financial Controller and Treasurer
- Head of Engineering/R&D
IRO and other company executives
Apart from internal company executives, some outside industry and economy experts are also invited to speak on the investor day to provide a third party independent view.
Your Target Audience:
- Sell-Side Analysts
- Institutional Shareholders
- Independent research analysts and rating agencies
- Financial media reporters
- Other stakeholders
Inviting key personnel well in advance is very important so that you can estimate the number of guests. As mentioned above, some may choose to access the investor day through webcasting and hence, a live streaming facility is extremely important.
What: Defining your activities
Always keep your audience in mind while planning your event schedule. You will have to strike the right balance between what you want to give and what they expect. A half-day event is generally more than enough for optimum utilization of attendees’ time. The content given out by the company should be concise and informative.
- Start the first presentation on time so that there is no delay for consecutive activities.
- Always keep enough room for a Q&A session after each presentation.
- At the end of the event, keep some space for interactions between the upper management and the guests.
- When it comes to presentations, go low on text and high on graphical representations. Treat your presentations like a screenplay, write and rehearse the script beforehand before the showtime.
- Start with outlining 3 key points that you want to discuss at the event. Allot prime hours to these key points and include other tidbits in between. Make sure to leave room for discussions.
- Keep tea breaks/ breakfast break before the lunch break. It is a good idea to pause after an intense discussion for the audience to absorb information effectively.
- Do not stretch the event without any purpose. Most of the attendees might have a flight to catch. Respect the audience’s time.
- Have an effective exit survey in place. This can be done with a simple pen-paper method or you may choose to do through MCQ on Tablets.
- Most of the attendees think that giveaways like small gift items are a waste of money for the company. Instead, you can focus on giving handouts, assorted kits that can be useful for the attendee to go home and reflect on.
- In any case, do not forget to give fair disclosure training to your team. It is important for everyone to stay in sync to avoid rumors.
- Do not give away any material in advance to the presentations that might distract the viewers.
- Rehearse well so on the day of the event, your team is ready to roll.
Now that we have listed down some of the best standards and practices for investors’ day, you know what you can do to conduct a very professional event for your company. We, at ExchangeConnect, help you conduct a professional and effective investors day with our team of qualified executives. On our ExchangeConnect platform, you can conduct and manage events by sending invitations and managing attendees as well as reach out to your target audience. Also, you can live-stream the entire event through our inbuilt webcasting console and reach the remote audience. Join us today! If you have further questions, please mail us on email@example.com