If you are working with an event planner, the first thing they will consider is the purpose of the event, a budget and plan, a timeline, and your overall goals and highlights.
Before you plan a corporate event, regardless of whether it is a simple training, annual meeting, Christmas party, or awards night, you as an organizer must have a clear vision of what the objective should be. Determine who will be attending the event, will spouses or significant others be included? This will aid in decisions such as venue selection and catering options. An effective budgeting strategy will be your next step as you need to take several items into consideration. The budget should include all costs associated with planning and running the event, such as food, entertainment, and staff wages.
Selecting The Venue
Selecting the right venue is crucial as it needs to have the capacity for all attendees, an easy commute, and just the right ambiance. Make sure that the venue suits the purpose and objectives of the meeting.
Select a space that is large enough to comfortably accommodate all attendees while also allowing space for potential expansion, if required. It may be worth considering right away additional amenities such as catering services or audio/visual equipment.
Accessibility and parking are going to play a part in your venue selection. It will be helpful to visit the venue in person and walk the space before committing to it.
Creating The Right Atmosphere
When planning a successful corporate event, assure that you are also creating the right atmosphere. Lighting, music, decorations, and catering should complement the purpose of the event.
Bringing Company Culture To The Forefront
This is a great time to ask questions about the overall culture of the company. Incorporating the key values of your organization will make the event feel more purposeful. You can include unique characteristics into the event, from food selection to decorations and handouts, they all can support the overall mission of your company. Each event outside of the work office environment fosters real connections among attendees and promotes a sense of community.
Making sure staff members are aware of any possible cultural elements that may be featured at the event is also important when bringing the company mission to the forefront. Through pre-event communication, staff can anticipate what might be expected of them during the event. Encouraging staff members to get involved with preparing for and running the event can also help create an atmosphere where everyone feels comfortable expressing themselves in accordance with their organization’s values and culture.
Hire A Professional
Event planners are well-versed in organizing corporate events and although this reflects an additional cost, it can be worth the investment. Depending on the size of the event, an experienced professional can help you answer a multitude of questions and coordinate all of the moving parts.
If you want to bring a fresh set of eyes on your culture in the company, an organizer will bring new ideas to the table. They are also aware of any potential pitfalls or obstacles that could occur during the planning process.
Follow Up With The Employees On their Experience
If you are planning to be known for the best out-of-the-office corporate events, make sure to send a follow-up survey. Ask what improvements could be made, and what were some of the elements that the employees enjoyed the most. Incorporate these items into your next event and take the criticism as a lesson to improve some aspects for future events.
Creating a successful corporate event requires the right combination of many elements. If you want to be successful, incorporating company culture into the event helps employees feel connected and engaged with their employer. And if you feel like it’s a job bigger than office personnel can handle, make sure you hire a professional to help you organize your corporate event.
