Planning a company event takes significant time and effort to ensure everything runs smoothly and attendees have an enjoyable experience. From choosing a venue to finalizing the agenda, there are many important details that event planners must consider. Following the proper dos and avoiding common don’ts can help make your company event a success.
Start Planning Early
First and foremost, do start planning early. Large company events may require, do start planning early. Large company events may require, do start planning early. Large company events may require 6-12 months of advance planning depending on the scope and scale. The earlier you begin planning logistics like booking a venue, catering, entertainment, and sending invitations, the less stressed you will be as the event date approaches. Allow event date approaches. Allow event date approaches. Allowing adequate time for planning also reduces the risk of unexpected issues disrupting your event.
Create a Budget and Stick To It
Do create a budget and stick to it. Determine your budget at the beginning of planning and don’t go over. Factor in costs for the venue, food and beverages, decorations, entertainment, staffing, supplies, and any other expenses. Be realistic about your budgetary constraints and don’t overpromise activities that don’t fit within budget. Sticking to your budget ensures a smooth financial process and avoids going into debt after the event.
Choose an Appropriate Venue
Do choose an appropriate venue based on your goals and expected attendance. For a small internal meeting, your company conference room may suffice. But for a larger client appreciation event, you’ll need a venue that can accommodate everyone comfortably with enough space for activities. Consider amenities like parking, accessibility, and on-site catering/bar services when selecting a venue. Walk through venue options in person before booking.
Send Invitations Well in Advance
Do send save the date and formal invitations well in advance. For larger events, send electronic or paper save the date notices 2-3 months ahead of time. Then follow up 4-6 weeks before the event with formal invitations including all event details. Sending invitations early allows attendees to plan accordingly and increases the chances they will attend.
Plan Interactive Activities
Do plan interactive activities and icebreakers. Especially for networking or team-building events, don’t rely solely on speeches and presentations to keep people engaged. Incorporate interactive activities, games, icebreakers or small group discussions to foster connections and a positive experience. Well-planned activities can make or break the success of a company social function.
Arrange for Adequate Food, Drinks, Seating and Restrooms
Do arrange for adequate food, drinks, seating and restrooms. Nothing ruins an event faster than long lines for food, drinks running out, or not enough comfortable seating or restroom facilities. Overestimate attendance by 10-15% when planning quantities. Provide a variety of food and beverage options suited to the time of day. Arrange sufficient seating with tables versus just chairs, and ensure adequate accessible restrooms.
Arrange Necessary Audiovisual Equipment
Do arrange for necessary audiovisual equipment and test it in advance. If you’ll have presentations, performances or need music, ensure all necessary AV equipment is available and tested well before the event. This includes microphones, projectors, screens and speakers. Hiring an experienced AV company can take the stress out of technical aspects. Don’t risk embarrassment from malfunctioning equipment – test everything in advance.
Arrange Transportation Options
Do arrange transportation options if needed. If your event involves alcohol, arrange safe transportation home via shuttle, rideshare codes or public transit information. For off-site events, provide transportation details so no one feels stranded. Well-planned transportation options encourage attendance and keep everyone safe.
Send Thank You Notes
Do send thank you notes after the event. Within a week of your event, send personalized thank you notes to speakers, sponsors, vendors and volunteers who helped make it a success. Thank attendees as well for their participation and feedback. Expressing gratitude helps maintain positive relationships and lays the groundwork for future partnerships.
Don’t Wait Until the Last Minute
Don’t wait until the last minute to plan or make decisions. Major decisions like the venue, catering, entertainment and activities require lead time. Leaving details to the last minute results in rushed planning, higher costs due to lack of options, and increased stress. Start early to avoid panicked, expensive last minute changes.
Don’t Take On Too Much
Don’t take on more than you can reasonably handle. Be realistic about your bandwidth and available resources. Oversized events requiring herculean efforts often fall apart under pressure. Keep the scope manageable for a successful outcome. It’s better to have a smaller, flawlessly executed event than an overambitious failure.
Don’t Neglect Promotion and Registration
Don’t neglect promotion and registration. Even if you send formal invitations, promote your event on your company website, social media and employee communications. Drive registrations by clearly communicating what attendees will gain. Handle registration in an organized way whether online, by phone or in person. Poor promotion and disorganized registration lead to lower turnout.
Don’t Forget Important Details
Don’t forget important event details. Double check that nothing falls through the cracks like name cards, signage, decorations, gifts or necessary supplies. Create a detailed checklist and assign responsibilities to ensure all bases are covered. Omitted details, even small ones, can negatively impact the experience. Thorough preparation prevents oversight.
Don’t Run Out of Food or Drinks
Don’t run out of food or drinks. As mentioned, overestimate quantities and arrange for additional supplies on standby just in case. Nothing frustrates guests more than empty food stations or bar runs. Have a backup plan to quickly replenish as needed. Well-stocked food and beverages keep the event running smoothly.
Don’t Forget to Thank Your Team
Don’t forget to thank your event team. Your internal team and external vendors worked hard to make the event a success. Express gratitude with a thank you lunch, small gifts or public recognition. Nurturing positive relationships with your event partners sets the stage for future collaborations. Leaving them feeling appreciated ensures repeat business.
In summary, advance planning, budgeting, logistics and promotion are key to any successful company event. Paying attention to the proper dos and avoiding common don’ts will help ensure your next event runs smoothly and delivers positive results for attendees, clients and your organization. Starting early and dotting all i’s and crossing all t’s are worth the effort for an impactful experience.
At Hydse Event Management, excellence is our standard. We understand that your event needs to be extraordinary to reflect the importance of the occasion. That’s why we put our heart into every aspect, from the initial consultation through the final goodbye. Our creativity and expertise take your vision and make it spectacular.
