Our 12 top tips to ensure your next corporate event is well-organised and seamlessly executed.
If there’s one sure thing that can prevent your corporate event or office party from running smoothly, it’s a lack of organisation.
Running around trying to coordinate last-minute catering, entertainment, music, speeches, photos, and everything else involved in event planning, won’t just make the planning process stressful but will most probably be noticeable to your guests too. Luckily, a few simple tips can turn corporate party mayhem into an efficient, well-choreographed production. So, if you’re planning your next corporate event, follow these 12 top tips to ensure you are well-organised.
Here is the quick list:
- Over-budget
- Adopt a theme
- Choose a convenient venue
- Go digital
- Choose an excellent caterer
- Hire an Event Planner
- Plan music and entertainment
- Get the team active
- Organise a photographer
- Give recognition
- Don’t forget the cake!
- Delegate responsibilities
Having to work with a budget that’s stretched thin will make corporate event planning much more stressful and limiting! Instead, estimate costs a little higher than you’re expecting and add a contingency fund to cover unforeseen extras. Any leftover funds can then be allocated to extra last-minute wow factors or set aside for your next event.
Adopting an event theme doesn’t have to mean fancy dress. It is however, a great way to make sure that the styling and decorations, food and entertainment are all coordinated in a consistent stylish fashion which reflects the company’s brand. Integrating the company’s brand colours can be a simple and effective way to do this.
3. Choose a conveniently located, accessible venue
Regardless of how great the venue is, if it’s hard to get to, efficient planning and implementation will fly out the window! Instead, choose a venue that’s within a close proximity to your workplace, convenient for your guest list and accessible by public transport and (or) has parking available. In-house can often be a good option. Just keep in mind that you’ll need to have clear access to the event space and plenty of time in advance to set up.
Save on printing costs, time and effort by going digital. These days, the likes of Google Calendar and Facebook mean there’s not always a need to design and print traditional event and party invitations. Instead, simply design an online invite, email it out and watch the RSVPs roll in. You’ll also be able to easily send event updates and reminders while your guests automatically add it to their calendars so it’s not forgotten. And, after the event, you’ll be able to efficiently circulate thank yous, photos and videos online.
5. Choose an excellent caterer
Regardless of whether you’re looking for finger food, a buffet or a sit-down meal, having quality food at your event will go a long way to impressing your guests. When it comes to efficient event planning and delivery, choose an excellent caterer who’s experienced at running corporate and workplace events.
Chez Nous Corporate Catering has a solid reputation for delivering outstanding food with seamless service to make planning catering simple. The expert team are experienced in catering all kinds of corporate events and dietary requirements, with set and custom menu options that can be tailored to suit any catering style, budget or brief. And, if it’s a last-minute celebration, enquire about next day delivery too!
6. Hire an Event Planner
For larger events, hire an event planner to manage the planning and implementation a breeze, leaving you to focus on the business and networking side of things. They’ll be able to help with everything from brainstorming ideas to choosing a venue, coordinating catering and set-up and pack-down on the day.
If you’d like a recommendation for a great event planner, ask Chez Nous Corporate for a recommendation.
7. Plan music and entertainment
Don’t just rely on speeches, food and chit chat to entertain your guests. At the very least, organise a playlist of music to have as a backdrop to the evening and create ambience. Or, create more atmosphere and excitement with a DJ or a live band.
However, when it comes to entertainment, there’s an abundance of other options! From cocktail-making to photo booths, roving entertainers to notable guest speakers, choose something that suits your theme, venue and company.
8. Get the team active
If part of the reason you’re holding a corporate event is to encourage team building, consider organising team activities. They’re a great way to break the ice, encourage your staff to interact and connect with others and are a whole heap of fun! While the type of activity you can hold will depend on the space you’ve got to work with, consider mystery dinners, scavenger hunts, speed networking or not so serious sporting events.
Yes, people will be snapping pictures with their iPhones but, having a designated photographer means you’ll capture all the important moments perfectly. If you don’t have the budget to hire a professional photographer, find a staff member who does it for a hobby. Not only will it save you money, but it’ll make them feel important and valued too.
10. Give recognition
Corporate events and office parties are a great way to show recognition to your staff, colleagues, clients or suppliers or simply to acknowledge a company achievement. Even if it’s just a small gesture, find a way to celebrate workplace victories. This could include awarding an employee of the month, handing out new qualifications or gifting a secret present to the whole team.
Cakes and celebratory desserts are must-haves to celebrate any occasion! When planning your next corporate party, don’t forget to organise a cake to highlight important announcements. At Chez Nous Corporate, we make custom gourmet cakes, dessert stations and celebration desserts that are perfect to be eaten on the night or boxed up and taken home as attendance gifts.
12. Delegate responsibilities
Even if you’re working with an event planner and corporate caterer, delegating tasks is a stress-reducing way to make sure your corporate party is well organised. Make a list of everything that needs to be done before, during and after the event and go about finding someone to be responsible for each task. Even if it’s small things, not having to manage the lot will make the whole planning process and execution on the day run a lot smoother.
Organising your corporate party
Lastly, when it comes to making your corporate event or office party supremely organised, take our advice and start early! Use these tips as guidelines and don’t hesitate to ask professionals for help with planning and execution.
For more information about how Chez Nous Corporate can help with catering and event planning for your business or workplace, contact us today!
