It’s that time of year again — time to start organising your end of year corporate functions. We know that it can be a big job on top of what’s already a busy period in any business so we’ve put together 5 easy steps to follow in order to run a successful event this holiday season. These steps can also be applied to other corporate occasions like launches, promo days and client-based events.
Step 1: Settle on a Message
The first and probably most important thing to decide on prior to working out the details is the purpose of your event. Is it a celebration? If so, what kind of celebration? Is it a launch? If so, what are you launching and what do you hope to get out of the event?
Take it even further than that, though. Events are marketing opportunities, after all, so even if you’re planning a simple staff Christmas party, you should be thinking about how you would like your guests to feel about the event. Is there a message you’d like to send to your employees? For example, if your business has just merged with another, this may be the perfect opportunity to send the message of unity. If this is a promotional event for a new product or service, get down to the nitty gritty and decide what you want attendees to take away from the event. It is often helpful to put that message down in one sentence and use that as your “single minded proposition” for the event.
Step 2: Create a Plan
Planning an event, especially during the holiday season, is no mean feat. That’s why it’s imperative to put together a detailed plan with achievable goals and deadlines within a workable timeframe. There will undoubtedly be multiple “cooks in the kitchen” or “fingers in the pie” (so to speak) so being clear from the outset will help with delegation and ensuring the vision is united to achieve the outcome you desire.
Step 3: Outline Your Budget
The next step is to pool the funds and create your budget. This will help you narrow down your options in terms of numbers, venues, food and drink, décor, entertainment and activities. Be honest with yourself. Don’t budget for what you wish you could do — be realistic and allocate the funds to what will benefit the company in the most practical way. It’s also always a clever idea not to blow the bank completely as there are always mishaps and things that are forgotten along the way when planning an event, so it’s good to have a safety net for those occasions.
Step 4: Find a Venue
Once you know how much you have to spend and you’ve done the appropriate research into what will and will not be viable for the company to spend, then and only then will you begin searching for a venue. For this, you’ll need to know how many guests you expect to attend. Make sure this research is thorough. You should always see the space in person so as to avoid any disappointment. The venue for your event will really set the time for your guests; an overcrowded venue can make attendees feel frustrated and annoyed and, on the other hand, an oversized venue can leave guest feeling flat and disinterested.
Step 5: Hire the Entertainment
The last thing on your to-do list will be the entertainment. Many corporate events lack this vital detail. Give your guests something to remember. A unique event experience can have a very positive impact on both clients and employees, so it’s a good idea to give them something special.