Everyone thinks that event planning is a walk in the park until they are the ones given the responsibility of planning the next corporate event. I reality, a high level of organizational skills is needed to make sure that an event goes as planned. Here are a few of the things to have in mind when planning an event for your office.
Book the Venue Early
When it comes to planning an event, the venue that you pick will determine everything else about the party. Before settling on a venue, think about the number of guests that will attend the party, the theme of the party and the time that the event will take place. A venue may seem excellent because it has the right ambiance and is spacious enough, but if the event will be at night and there is no parking space, meaning guests have to park blocks away and walk to the venue, their experience may not be worth talking about. Look for a suitable venue ahead of time and lock one down so that you can start figuring out other aspects of the event planning in time. One of the major things to consider when choosing a venue is what type of event it is and how much notice you need to give. For example, Kapow explains, “small dinner events usually only need a month or so advance notice, most work events also only need a month or so notice, but holiday parties should be 3-6 months in advance, especially if there is going to be extensive travel involved.” You’ll also want to decide whether or not employees can bring their families. This will affect the venue you choose since you will need to provide family-friendly activities. In this case, an outdoor space would be best since you’ll need adequate room in order to set up activities like bounce houses and outdoor slides (HopNParty).
Organize the Services in Time
For a party to be successful, you will need to think and plan for the following aspects:
- The catering: decide whether you will have a catering company cook at the venue or deliver ready food.
- The licenses: many localities will need you to have permits to hold an event, especially if the noise will be disruptive.
- The comfort: if the venue is outdoors, you need to organize for convenience rooms for men and women.
- Public address: you may need to think about getting an emcee, and also a public address system for easy communication.
Hosting the event
Planning for the comfort of the customers is just one of the aspects that will set your party apart from all the others. However, if you want your event to be remembered, you will have to be the perfect host. A memorable speech goes a long way in showing your guests that you are delighted to have them. Make sure you write your speech in advance and remember the basics of public speaking. For example, according to Word Counter, “the average person speaks about 125-150 words per minute—meaning 5 minutes of talking would entail about 625–750 words.” Ensuring that problems brought up by guests or patrons get resolved quickly shows your attention to detail and desire to make everyone happy.
One of the most important parts of planning and hosting an event is that the day of the event you should learn how to relax and be okay with what happens. No event is perfect, sometimes technology doesn’t work right, or maybe the catering is late. These things shouldn’t affect physically affect you, and you should maintain an air of relaxation and fun having throughout the whole event. Cityscapes explains, “it should only be after the event is order that you can start taking surveys and getting feedback on what worked and what didn’t.”
These are just a few pointers that can go a long way in helping you plan and execute the corporate event of your dreams. Most importantly, always remember to ask for assistance on the elements of the event which may seem a little hard to deal with alone.