Hosting an event for your company is a lot of work, and chances are you already have a full-time job to do. So how can you streamline the process? Below are five tips to keep you and your team sane throughout the process, and will result in a smashing event you can be proud of!
1. GET ORGANIZED, AND STAY THAT WAY
Everything is easier in the end with a little organization up front! Keep a to-do list and a calendar to get started. Working back from your event date mark deadlines on your calendar. If you are using outside vendors make sure to contact them first, as their schedules may put yours in a tailspin. There are several free event planning programs you can use to keep everything in order as well. It’s important to find an organization system that works for you if that’s a paper calendar and checklist, that’s fine…as long as nothing slips through the cracks!
2. GET A BUDGET UPFRONT, AND LIST OF EXPECTATIONS
There’s nothing worse than trying to plan an event not knowing exactly how much you can spend, or what expectations are from your superiors and the attendees. If this is an annual event, make sure to consider last year’s shindig and what that means for this year’s expectations. Nail down a budget and stick to it. Make sure to set realistic expectations – you cannot put on a black tie affair with a thousand dollars, and the more outside services you need, the more your costs will increase. Make sure to communicate this to your controller prior to budgets being set. You should be able to provide a detailed estimate based on the number of attendees, event expectations and outside expenses to assist in you getting the funds you need to be successful.
3. DON’T SKIMP, BUT COMPROMISE
If your budget is smaller, then scale the event. Options include: cutting back on the number of people, the amount of food, the level of bar service, or having no bar service at all. These tricks ensure you will have a smashing event while staying on budget. Is it possible to get sponsorship from a vendor or two? Would they contribute items for a raffle? Think outside the box when it comes to stretching dollars. However, keep in mind you want it to look like you spent a million bucks – even if you absolutely didn’t.
4. GREAT EVENTS ARE MADE GREAT WITH SMALL DETAILS
It’s the little things that people remember after an event. The custom confetti on the tables, the high-end shirts with your logo they received as gifts, the greeters at the door. Small details matter and they don’t have to cost a fortune. Set aside some of your budget and make your event memorable!
5. THIS IS AN OPPORTUNITY FOR YOUR BRAND TO SHINE
Your event can be used in social media, on your website, and in your internal company newsletters, so don’t forget to take photos! As mentioned in our article on Employee Reward Programs promoting your company’s activities helps your brand. If the event is for your employees, keep in mind people often make buying decisions based on the way a company treats their staff. An employee event is a great way to show appreciation to your team, and show potential new customers your happy and motivated team environment.
Although company events can be a lot of work, they can also be very rewarding. By keeping organized, scaling your event appropriately, paying attention to details and setting the budget as well as expectations you are sure to host an event that will put your brand in a great light and delight your guests as well.