Bridging the Gap to Information

Sunday, January 31, 2016

Organize Your Company Event Like a Boss


Creating a successful company event is never an easy task, but its value can have some great long term effects. Apart from regular events like conferences, seminars and trainings, you can organize an event for many occasions. You may want to impress your competitors and business partners, to make a statement or even to celebrate a milestone in your company’s history. Still, regardless of what the case is, you need the event to be memorable. When everything that is going on seem spontaneous and relaxed, it is usually a result of careful planning and practice. With this in mind, here are few tips and tricks that may help you organize the greatest event your company has ever seen.




Compose Invitation List

The first and foremost when throwing an event (regardless of the intended size) is to compose a solid invitation list. Naturally, your staff and business partners come first. After them, potential partners and future associates closely follow. However, seeing how this group may seem more or less illusive, it would be wise to first try and pinpoint your target demographics. One more thing - once you decide who you want to invite you need to figure out a way to distribute all of the invitations. In this day and age, nobody is using standard mail anymore. Send invitations through your mailing list, and through your company or event website. That part is easier than ever if you install a nice WordPress event ticketing plugin on your wordpress platform.

Facebook invitations are ok for an office party, but a business event asks for much more.

Renting the Venue

After you plan the number of people you want to invite, as well as their overall mutual traits, you will have some general idea of the venue that you need to rent. Here, you must take several things into consideration. First of all, you need to choose a venue with enough room to receive everybody. Next, you need to find a place that perfectly fits your budget limitations. Finally, when choosing the right location to host such an event location is of key significance - logistics is everything. Bear in mind that commuting might cause a serious difficulty. This will force you to either forfeit the idea of inviting some people or you’ll need to provide transportation for those that need it.

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Always Mind Your Budget

Now that you know how many people you are going to have over, as well as how expensive is the venue you plan to hire for the occasion, you have all that you need to set some budget limits. Even though hiring a place where the event will take place is the greatest expense, it is definitely not the only one. Regarding the number of the people you are inviting, your buffet expenses may be significant as well.

Luckily, you needn’t always sacrifice the quality for the quantity as there are more and more catering services that charge less for bulk orders, and provide premium service for selected clientele. Needless to say, as a business event organizer you have a goal in mind, and you don’t want your spending to exceed initial projections.

Having a Clear Agenda

Regardless of the theme of the event or what extravagant activities you may have in mind, there is one thing that is an absolute paramount. This is a business event and as such it has a purpose. Because of this, you need to have a clear agenda and goals for that day, night, or even a whole week. So, if you want to rally more support, to promote your business or to simply raise awareness of your line of work, you need to put some back into it. For example, if you want to inspire loyalty, it might be a good idea to open or close the event by handing out promotional material in the form of gifts.

Being SMART

What is the easiest way of knowing if your event preparations are moving according to schedule? If you need to always have a clear overview of your tasks, the safest thing to do is to set SMART goals. This common principle is not just a foundation of a good business plan, or any plan for that matter. It has numerous possible applications, and as you can see, being Specific, setting Measurable goals, making them Achievable, Realistic and Time-bound is what your event plan needs.

Always Make a List

Finally, all of this may seem plain and simple, but there is always a possibility that you are going to forget something later on. This list needs to include all the steps (regardless of how obvious they may seem) such as sending out invitations, calling venue to confirm as well as every single step regarding organization. There are so many details you need to have in mind like seating order, as well as tasks regarding decoration and you simply won’t be able to keep it all in your head. Now, a sheet of paper, word document or a table in Excel, the choice of tool is all yours.

As you can see, throwing an event is never an easy task and there are many things that you can oversee if you are not careful enough. This is why you must be as systematic and patient as possible.

And have a good time while doing it. 

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