Planning and Hosting the Perfect Corporate Event
Planning a corporate event can seem daunting even to those who are used to running companies, managing large teams and have many ongoing projects. There is something about a company event that jolts us out of the mundane and into a new territory of ‘extra’ office activities. For this reason, you need to make sure that any event or party grabs the participants’ attention, draws them in, entertains, educates and accomplishes the goal of the event.
When and Why Should You Host a Company Event?
Not every company affair needs a whole event built around it, but it’s important to know when you should throw a corporate event or a company-wide party. For most news or information, a simple email or meeting will do, but when is that not enough?
To begin with, there are the obvious ones—end of year parties or quarterly events. Then there are summer BBQs and company retreats. In general, a good rule to follow is to think to yourself, would you like to get this bit of news, information, etc., via an email? Or would you be more receptive to the news if it came neatly packaged as a good time?
So, what is the best way to plan company events?
Steps to Plan the Ultimate Corporate Event
Realize the goal
Why do you think you need to have a company event and what do you hope to achieve from throwing one? Do you want to inform your employees about a new product or simply lift morale and give them a good time? Once you know exactly what you want to achieve, you will be able to move onto the next step. It’s also important to keep in mind who your attendees are and to tailor your objective to them.
Things to take into consideration:
To make your life a little easier, we made a short list of things you need to keep in mind when planning an event. Knowing where you stand on these few topics will help you set your budget and ensure that everything is pre-planned, without skimping or missing out on important elements.
- Food: This is a surefire way to make or break any company event. Make sure you have the right amount of the right kind of food. While people won’t be expecting a 3-course meal (most of the time) they’ll need something to keep their mouths happy.
- Drinks: It’s important to think hard about whether alcohol is appropriate for the type of event you’re hosting, is it a sober kind of gathering? Or, a holiday celebration?
- Activities: What will keep people entertained? It can be a photo booth or even darts, just something for employees to do to keep them happy and entertained.
- Music: This one is self-explanatory but often overlooked. Get someone who knows music to create a playlist, and you’ll be good to go. If you want to get really fancy, a DJ or string quartet may be worthwhile.
- Speeches: Will there be any? There usually should be at least one speech or toast as a welcome or a thank you, especially if the event is being thrown in the interest of educating employees on a topic.
- Photography: This is a great tool for HR and hiring but get a professional, it will be worth it for your social media, website and will make the event feel more elegant.
- Transport: How will people get there from work? Make it easy or provide transport for your employees or guests, especially if alcohol is involved. Uber or simple taxi services will do the trick.
Now that you have your objectives set, it should be easy to figure out your budget. Take into account the necessities, listed above, and try come up with a reasonable budget that will be easy to stick to while planning the party.
Once you’ve done that it’s time to delegate. Remember that you can’t do everything yourself, especially when planning a company event. You will need help, so why not delegate from the get-go? The best thing you can do is to make an event planning committee. This will distribute the tasks evenly and make sure everything gets done in a timely manner.
Send Out the E-Vites
Now you have the ultimate toolbox for creating a great corporate event or office party, what are you waiting for? Send out those e-vites, start accepting RSVPs and get yourself and others pumped for the company event of the year.