There are some important factors that can help make a corporate party or work-event a big success, and that may can help in creating a function that guests will enjoy and remember. Some simple strategies will also keep things organized and prevent snafus and mishaps during the festivities.
In writing this article, I wanted to get an experts opinion on the subject. While I have had a ton of experience planning birthday parties for children, planning corporate events are a bit of a mistery to me. I reached out to Nelly Roach, President of Caledon Virtual, a marketing firm with years of experience planning corporate events. She offered me some great insight into the world of corporate party planning,
Some of those tips include:
1. Appoint a committee. This will provide a sense of value and initiative in members, and will also ensure that there are folks available to help out and pull the party or event off without a hitch. Allow these individuals full-reign of the party planning without interference or dispute, which helps create a feeling of solidarity among the group.
2. Designate a budget and stick to it. Keep track of receipts for everything, regardless of how small or incidental it may seem. This not only helps to determine what the event cost overall, but will make it easier to plan similar functions and budget accordingly in the future, too.
3. Rent what you need, rather than buy. This will save money overall and may tease out the items that are really unnecessary or not needed. This also can lighten the work-load a bit, as many rental companies will send their own crews to the venue to set up and pick up their goods and party supplies.
4. Consider the venue carefully. Think about things like location, transportation, and time-of-day to increase attendance and to make it easy for guests to attend your event.
5. Evaluate the handicap-access to the event. This includes things like distance to the venue, bathrooms, and seating to ensure nobody is prevented from attending or enjoying the function.
6. Reward those that make a point to attend the function. This may be with good food, stimulating entertainment, or impressive party favors. Don’t skimp on the food and beverage when planning the budget; consider hiring top-rated entertainment as another means of getting guests to attend the event.
7.Send out invitations early. Use “snail-mail” whenever possible over a simple email; this is a special gesture, and ensures the invite doesn’t get lost in someone’s crowded in-box.
8. Choose a tasteful theme. There are times that warrant whimsical themes, and there are more serious events that do not. Don’t go with tacky or cliché themes; take suggestions from others in the office to come up with something new and fresh.
9. Discourage guests from over-indulging in cocktails. If alcohol will be served, be sure to provide some means of getting guests home, either through access to public transportation or by providing a tipsy-taxi type of service.
10. Confirm ahead-of-time who will be in charge of cleaning up after. This eliminates a lot of debate and resistance when the festivities are over. Charge these individuals with the task of getting rentals clean for pick-up, and for returning the keys to the venue to keep things simple and straight-forward.
These simple tips can help make planning and pulling-off a great corporate event a breeze. These events start with a dedicated team and thoughtful planning, hoping to create a party that guests will remember fondly.