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In the event of a corporate event or office party, a lack of organization is one sure way to keep things from going smoothly.
The chaos of trying to coordinate last-minute catering, entertainment, music, speeches, photographs, and everything else involved in the planning process will not only make the planning process stressful, but it will also most likely be noticeable to your guests as well.
With a few simple tips, you can turn business party mayhem into an efficient, smoothly-choreographed affair.
To ensure you are well-organized when you plan your next corporate event, follow these top tips:
Over-budget
Working within a tight budget makes corporate event planning more stressful and challenging! To avoid unforeseen expenses, estimate costs a little higher than you expect and add a contingency fund. If there are any leftover funds, you can spend them on last-minute wow factors or save them for your next event.
Adopt a theme
Theme-based events don't have to involve fancy dress. However, it is a great way to ensure the styling and decorations, food and entertainment are all coordinated in a consistent style that reflects the company's image. A simple and effective way to accomplish this is by incorporating the company's brand colours.
Choose a conveniently located, accessible venue
Despite how great the venue may be, if it's difficult to get to, efficient planning and implementation will fail! If possible, pick a venue that is close to your workplace, convenient to your guests, and accessible by public transport or parking. Keep in mind that you will need clear access to the event space as well as plenty of time to set up.
Go digital
By going digital, you can save money, time, and effort on printing. In today's world, modern events and parties don't always require traditional invitations, thanks to services like Google Calendar and Facebook. Rather than sending out traditional invitations, email your online invitation and watch the RSVPs pour in. Your guests will also be able to receive event reminders and updates, and your event will automatically appear on their calendars. Afterwards, thank you notes, photos, and videos can be shared online easily.
Choose an excellent caterer
Quality food will go a long way to impress your guests, regardless of whether your event is a buffet or a sit-down dinner. If you want your corporate and workplace events to run smoothly, choose an excellent caterer with experience.
Hire an Event Planner
A professional event planner will manage the planning and implementation, allowing you to focus on networking and business. Among other things, they'll be able to assist with brainstorming ideas, choosing a venue, coordinating catering, and organizing setup and tear-down.
Plan music and entertainment
Keep your guests entertained with more than speeches, food, and chitchat. To create ambiance, arrange a playlist of music to serve as a backdrop to the evening. Alternatively, you can hire a DJ or a live band to create more excitement and atmosphere.
As far as entertainment is concerned, there are a lot of options to choose from!
Choose something that fits your theme, venue, and company.
Get the team active
If one of the reasons you are holding a corporate event is to encourage team building, consider organizing team activities. They are a great way to break the ice, encourage your staff to interact with one another, and are just plain fun! Depending on your venue, you can hold mystery dinners, scavenger hunts, speed networking events, or not-so-serious sporting events.
Organize a photographer
The important moments will be captured perfectly by a dedicated photographer, even though everyone will be using their smartphones. In the event that you do not have a budget for hiring a professional photographer, consider hiring a staff member who enjoys photography as a hobby. Besides saving you money, it will also make them feel valued and important.
Give recognition
The purpose of corporate events and office parties is to show appreciation for your staff, colleagues, clients, or suppliers, or simply to recognize company accomplishments. Whether it's a small gesture or a large one, celebrate workplace victories. It could be rewarding a month's employee of the month, presenting new qualifications, or even awarding a secret gift.
Delegate responsibilities
Delegating tasks to your corporate caterer and event planner is a stress-reducing way to ensure a successful corporate event. Plan ahead by making a list of everything that needs to be done before, during, and after the event, then assign each task to a responsible person. It doesn't matter how small it is, not having to manage the lot on the day will make planning and execution much easier.
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