When the company party lands on your desk, where do you start?
One of the hardest events for most people to plan are corporate events. Even smaller events, for less than a couple hundred people, can be a real challenge if you are not a professional party planner. At Tower Productions we are experts when it comes to Corporate Parties and can help you out from beginning to end.
However to get you started, here are fifteen tips you can use to make your corporate party or corporate event a success:
Tip #1 Always take the time to plan ahead. If you will be renting a special venue you will need to secure it as far in advance as possible. Some places can book up even a year in advance. By finding your venue early, and placing your deposit, you can ensure that you get the venue that you want.
Tip #2 When you are planning a corporate event you need to set a very strict working budget and then make sure that you have extra cash for the unexpected expenses. You can be sure that every event will have some unexpected extra expenses, that is just simply part of planning an event.
Tip #3 If you have contracts, agreements, lists, or seating charts, make sure you keep extra copies of them incase they are misplaced or lost. Copying them is very simple and quick and can really save you later on if you loose your plans. Put them online in a cloud where you can access them as a back up.
Tip #4 Make sure you send out your invitations at least 3 to 4 weeks ahead of your event. In addition, make sure that you ask your guests to RSVP on time so that you know how many people will be attending. This is notorious the part that guests often ignore. You may need to set aside a few days to call each person that hasn’t RSVP’d to get their response.
Tip #5 If you are creating a seating chart for your event, you can either set it up completely randomly or work with someone else in your company to come up with the best possible scenario.
Tip #6 If you want a good attendance at your event, it is a good idea to schedule it earlier in the week or a long way away from any major holidays. People tend to vacation over holidays and often have plans on weekends, making Friday and Saturday bad days to have a business function.
Tip #7 It is important to know if you’re having a theme or not. Some of the best parties have a great theme to make your guests feel like they’re not working. Tower Production has used themes often when setting up company events. We really do mean if you can dream it, we can build it.
Tip #8 When you are having a business event, keep the music company appropriate and something that everyone can enjoy.
Tip #9 If you will need equipment such as microphones, projectors, speakers, a video camera. etc. you want to make a list of the things you will need and make sure that you also have someone on site who can fix any technical problems which may come up at the event.
Tip #10 When you are planning an event, especially a large event, make emergency and contingency plans in case of disaster, illness, or any other emergency.
Tip #11 It is important to take into account the special accommodations which will be needed by any disabled attendees. If you do not know what someone will need, you can always simply ask them. They will be happy that you cared enough to ask and understand that you didn’t have any other way to get the information.
Tip #12 If you are planning a very large event, you might want to take a project management approach to it. Use a master plan, and delegate tasks to others where you reasonably can. Tower can take a load off your plate when it comes to event furniture, portable dance floors, accessories, and props.
Tip #13 If your event will be longer than two hours, your guests will expect at least a snack to eat. You should have a meal if your event is longer than four hours. At all times, you should have at least water and coffee available to your guests.
Tip #14 Communication is a major key to the success of an event. If you are using vendors, make sure they have very clear and specific instructions of what you are expecting of them.
Tip #15 Whenever you plan an event, make sure you take things like transportation, parking, etc. into the equation. The last thing you want is for your guests to have to walk a long way to the event or to go home because they couldn’t find a place to park.
Remember, you can make this a great experience for all involved with a little planning.