5 MUST-DO’S WHEN ORGANIZING A CORPORATE EVENT ✅
Organizing a corporate event can be a super daunting task, especially when you are responsible for managing a team and have your daily responsibilities to reckon with on top of all the expectations your boss has of you. We know what you’re thinking - who the hell has time to do all of that AND plan for fun? Seems like jobs these days require you to be a Jedi Master and/or on a daily dose of (medically prescribed) Adderall to meet the bare minimum set of requirements to stay afloat (and sane). But QE is here to help!
Whether it's a conference, a product launch, or a team-building retreat, organizing a successful corporate event requires careful planning, coordination, and execution. To help you ensure that your team corporate event goes off without a hitch, here are five tips that are often overlooked but are essential for a successful event.
Define the goals and objectives of the event. Before you start planning, it is important to have a clear understanding of the goals and objectives of the event. What do you hope to achieve from the event, and how will it benefit your team and the company as a whole? Once you have defined the goals and objectives, you can begin to plan the event with a clear purpose in mind. If it’s improving the interpersonal skills of the team, you might hire a company that runs improv classes, like Bad Dog Theatre. If you’re looking for a DJ to bring your staff some good vibrations, you can look no further than Dancing Phil! If you are looking for something to provide relaxation, you could hire a skilled yoga or sound healing instructor like Alexander Petrogiani. If you’re looking to unlock the creative spirit of your staff you can offer a drink and paint class - like our office planter paint experience! For something fun to unwind and get the troops into a party spirit, you can hire a company like QE to run an elevated trivia gaming experience, awesome karaoke events, or musical bingo! Whatever you do, never get a magician, it’s a bad call.
Create a detailed timeline and schedule! Most people forget to prioritize their team events but being proactive can save you lots of money. The closer it gets to your event date, the less options you’ll have in terms of dates, and creating availability in a performers/company’s schedule could cost you precious budget that could mean the difference between affording a company xmas party, or telling your peers that there will be no open bar ugly xmas sweater competition this year - always a disappointment and blow to morale! Approach companies 2 months out if possible, narrow it to 3 top contenders and find a company that will do most of the heavy lifting for you. Don’t make a decision based on price alone. Factor in the personality and vibe the person has, because that’s the energy you’ll want on the big day. In the end, the breadcrumbs lead back to you! You want to be the company hero getting emails about how freakin’ fun your event was and that will rarely happen with the cheapest or quickest option.
Communicate regularly with your team. Communication is key when organizing a team event. Make sure that you communicate regularly with your team and keep them informed of any changes or updates. Use a project management tool or a shared calendar to keep everyone on the same page and ensure that deadlines are met. If there are steps they must take before the event, you have to give them 2 weeks in advance and a reminder a couple days before the event. Having signs in your office is a must! And never shy away from stoking the fire and promoting it around the watercooler at every chance.
Pay attention to the details. It's the little things that can make a big difference when it comes to organizing a corporate event. Pay attention to the details, such as the seating arrangements, the lighting, and the temperature in the venue. Make sure that everything is clean, tidy, and well-maintained, and that there are no technical issues with the equipment. Ask your vendor if there are any tech requirements well in advance and outline them in a written email so everyone is on the same page. If your guests will require anything on the day, make sure you have those materials ready and have considered everyone’s needs.
Get feedback and evaluate the event. After the event, it is important to get feedback from your team and evaluate the success of the event. What worked well, and what could be improved for next time? Use this feedback to make any necessary changes and improve the planning process for future events.
In summary, organizing a successful team corporate event requires careful planning, coordination, and execution. By defining the goals and objectives, creating a detailed timeline and schedule, communicating regularly with your team, paying attention to the details, and getting feedback and evaluating the event, you can ensure that your event is a success and strengthens the bond among your team members! Or you can just contact us and we’ll help you take care of everything!
