Workplaces have seen countless events and celebrations. Anniversaries, promotions, town halls, corporate social responsibility activities, and many more all call for togetherness. The bigger the size of the event, the harder it becomes to manage. So, if you have taken on the task to organize an event, you can follow these tips:
Many tasks are dependent on the headcount, such as venue, food, budget, prizes, and activities if there will be any. As such, it is essential to determine the number of attendees, which will happen at least twice. First, during the initial planning stage to determine the size of the venue, and second, during the execution stage to finalize the headcount.
Theme and decorations
Determine if the event requires a specific theme. If it does, communicate the proper dress code to the attendees. Consider if banners, promotional materials, and additional LCD screens are required. Also, decide on the decorations that will grace the stage.
Venue and budget
Now that you have the number of attendees anticipated to attend the event, you can pick the date and the venue. Some functions will be within the premises of the company. If this is not the case, create a proposal for two or three places. Also, determine how many free parking slots are allocated for your attendees.
The budget proposal should include all the expenses necessary to make the event happen — forecast unbilled expenditures. Once the plan is approved, make the appropriate bookings and reservations.
Now that you’ve made the reservations, you can now send the invites detailing the venue, schedule, and dress code. If you are emailing the invite, make sure that you ask the attendee to confirm or reject it as appropriate. Their confirmation will help you finalize how many you can expect at the actual event.
Draft the program to include the essence of the event. In this phase, determine if additional invites will have to be sent to notable speakers and inform them of the FAQs regarding the event.
Food and beverages
Consider people who follow a strict diet. A standard selection should include beef, chicken, fish, vegetables, and dessert. If you are ordering food, do this in advance. Remember to provide enough cutlery for everyone.
Visual, lighting, and sound
If the workplace is not the location for this event, hire people who will take care of the lights, projectors, and sound system for a smooth flowing program.
Nowadays, taking photographs is a staple for events for personal and professional documentation. Larger events are likely to need professional photographers. If this is the case, the proposed budget will also have to include this.
Once the event ends, you will be left with after-party trash. Handle this like a pro by hiring the services of a Boston junk removal company for a sweat-free clean-up.
Planning an event could be stressful at worst and fulfilling at most. The fulfillment comes when everything is managed correctly. Efficient event planning is never an accident, so follow these steps and enjoy the process.