If you’ve volunteered to arrange the next company party but have no idea how to organise a corporate event, then you’ve come to the right place! Hosting a successful corporate event is a great way to connect with your employees or co-workers, build and foster relationships or present new services or products to clients.
Depending on the nature of your event, it can be entertaining and just a bit of fun or formal and informative, or even a mixture of the two. Regardless of the purpose, organisation is key to the success of your event.
Read on to find out how to organise a corporate event that is sure to impress your employees and colleagues.
Define the Purpose
There are various reasons to organise a corporate event, from Christmas parties and team building exercises to product launches and just about anything in between! It’s essential to understand why the event is being organised in order to plan the rest of the event accordingly.
The type of event you’re hosting will help to determine the tone and the theme (if there is one) as well as the venue. It will allow you to assign tasks and plan the administrative process too. It’s also needed to determine the guest list and if you’ll need any additional technology such as presentation projectors.
Set a Budget and Stick to it
The budget can really determine the success of your party. Depending on the size of your company, you might have to work to a tight budget.
You’ll need to be careful when spending corporate money as you definitely don’t want to overspend. As a starting point it’s recommended to stay within 90% of your budget and keep the other 10% to cover any unexpected costs that might come up. This includes any admin fees or extra charges.
Choose a Date
Choose a date early in the planning process to allow enough time to send invitations and confirm the attendance of guests.
Trying to find a date that’s suitable for everyone can be quite hard. Align diaries for the highest priority attendees and send out a poll around the company so people can vote on the dates which suit their availability. This way you can rule out unavailable dates and find one that would be suitable for everyone.
Keep Track of Numbers
Numbers are greatly going to impact your event. From the size of the venue to the food and the catering equipment you have to hire.
It’s important to know the number of attendees plus the likelihood of their attendance early enough in order to choose a suitable venue. If you’re hosting the event in your office building you might need to look at hiring banqueting chairs, tables and plenty of serving crockery.
Keep in mind that some people might pull out at the last minute, while others might decide to turn up unexpectedly.
Book a Venue
Creating a comprehensive list of requirements the venue needs to meet in order to satisfy your colleagues or clients will help you narrow down your venue options. Make sure your list is weighted against your number of guests and budget.
Think about the necessities. Do you need a projector for presentations, a conference table, bar or dancefloor? Have you checked if any of your attendees have any special requirements? Make a note of everything which will help you rule out potential venues.
Organise Food and Drinks
The type of food you serve at your event will also greatly depend on the kind of event you’re hosting. Other factors you should consider when organising catering include your theme, number of guests, dietary requirements and of course, your budget.
Will you have a buffet full of delicious finger foods or a sit-down, 3-course meal? There are many options for event catering but the final decision is entirely up to you!
Make sure to speak with the company providing the catering prior to the event and if possible, sample some of the food that will be served. The last thing you want is to disappoint your guests with poor quality food and drink.
Try to Foresee Any Challenges
The key to planning a corporate event successfully is to bare in mind everything that could go wrong. You may be faced with a last minute venue cancellation, lack of attendance, changes in schedule or endless other challenges.
To stay on top of things make sure you keep a clear head and remain organised throughout the whole planning process. Keep a copy of any contracts you’ve arranged with your venue or caterers, stay in contact with your guests and have a corporate event checklist where you can keep track of both completed and outstanding tasks.
Organising a corporate event is not always an easy task, but with some planning and attention to detail you can be on the right track to making your event a success. If you’re looking for more tips on how to organise a corporate event, please get in touch with the friendly team here at Top Table Catering Hire today!