A beautifully organized business function can not only be a great time but it can be a great resource for your company. Business functions are not just about office parties but can also be used to entertain new clients, expand company networking or to celebrate company and employee achievements.
If you have the responsibility to plan your next work function then there can be a lot riding on the success of a function. So you will want to use all the help to pull off a great party which is why it is always a better idea to hire a corporate event management company to help you organize the event successfully.
Plan Around The Occasion
You could need to plan a business anniversary event, a promotions party for a new product or a gathering for a client mixer. Knowing what you are planning and the expectations from the head office is the first step.
Keep the planning in proportions with the scope of the event. You will likely be given an idea of your budget from your boss so focus on staying on track.
Find An Appropriate Location
Your location is going to depend a great deal on the size and theme of your party. If you have space in your office that can be used that is a bonus, but for most, you will want to find a venue away from the office. Look for something that expresses the style and professionalism of your company.
For a cocktail party consider places like an Art Gallery or social lounge. For a more formal dinner look at banquet halls and restaurants that can accommodate your numbers. A venue that is much too large or too small can make for difficult planning and an uncomfortable evening.
Set A Date & Time
Once you are certain that you are booked in at a fabulous location for your event you can set the date and time in stone. It is important to send out your guest invitations at least two weeks in advance so that your guests can arrange their schedules.
Events planned on the weekend may not be as successfully attended by guests if it is interfering with their weekend plans. Planning a function on a Friday night at the end of the work week is the best way to ensure that your attendance is high.
Make Out Your Guest List
Who you invite to the function will vary depending on the occasion. Make sure that you are clear on the parameters of the event to help you when planning your guest list. Parties can be for employees and clients or employees can be encouraged to bring their spouses and families. This can make a huge difference in your final party numbers.
While you are going through your guest list you should always keep any guests special needs in mind. Things like diet, allergies or physical limitations can impact how you plan your event.
Contact Your Venue
Once you have scheduled a date and time with your venue, you can take advantage of their event staff to help you coordinate all of your party details. Depending on the venue you will need to find out if there are caterers included and are banquet rentals included or will you need to hire an event rentals vendor.
Set up your menu for dinner or h’orderves for your guests and discuss the bar arrangements with the caterer. This is a great opportunity to take another view of the facility in person so that you can start planning any decorations that you will need to have.
Hiring Entertainment
If you are putting on a family friendly event like a company picnic, make sure to keep the kids in mind when booking entertainment. Having a face painter, a blow up bouncy castle or a magician are all crowd pleasers.
If your event is more of a relaxed and elegant cocktail party you may choose a quiet corner DJ or a string quartet for lovely background music.
Arrive Early
Once all the planning is complete and the event date arrives you should focus on any last minute needs. Always show up at least an hour early to the venue to allow time to deal with any last minute changes.
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