How to Plan a Successful Company Event

When it comes to planning the perfect company event, there are a lot of details to take into consideration beyond the actual, physical event, such as liability, timing, and budget. Some simple tips and tricks will make your next company event memorable for your whole team, be it for a special occasion, holiday, or work anniversary.

It’s important to consider the parameters of your company event like budget, insurance, work hours and more — making planning fairly difficult. Here are five easy steps for you to plan a successful company event that leaves everyone feeling excited, united, and proud to be a part.

Step 1: Choose the Perfect Time and Place

Choosing the perfect time and place for a company event is a delicate task. While you may think a certain time is perfect for employees, it may actually exclude some members of the workforce, unexpectedly damaging company morale. Be aware of everyone’s work schedules and also stay cognizant of their personal schedules. For example, if you’re planning a company event for a 24-hour operation, consider making arrangements so that those who would typically be working can also attend the event. You can do this by simply notifying your client base or customers ahead of time to let them know hours may be different due to training or team building. This allows your entire team to be present without missing work or feeling guilty.

When choosing an event or place for the event, be aware of your budget restraints and distance. It can be a lot to ask your company members to drive or commute well out of the way for an extracurricular or company event, so choose a venue that is nearby and easily accessible, whether it be your actual office or a neighboring venue. Another solution for this is to provide transportation for your attendees, although this can become quite costly and increase liability for your company.

Step 2: Plan the Details: Budget, Catering and Decorating

Now that you have chosen when and where you will be hosting your company event, it’s time to get down to the nitty-gritty: budget. It’s important to set an event budget so the organizer knows what she can spend. Set a moderate budget with margins for above and below costs, and allow your organizer to plan accordingly.

Additional details should be planned ahead and expressed in the invitations and follow-ups. For example, if you plan on serving appetizers and spirits, you should say so in the invitation, as well as any other helpful pointers like dress code, costumes, or cause. This allows everyone involved to prepare properly and to plan for the event. Be sure to nail down items like catering and any other necessities before you send invites.

Another must-do for any company event is to have appropriate decorations. This should also be included in your budget for the event and should include anything from table decorations to invitations. Decorations are a fun way to boost excitement and morale, and if you choose a theme, your attendees are likely to share the fun and festive decorations on social media and with family and friends. Once the event is over, be sure to store the decorations in a safe place so they can be used for other future events.

Step 3: Invite Your Attendees

Now the fun begins! Decide the best way to invite your attendees — use branded stationery or send an email. Include all the details: what, when, where and why, along with any other information like special themes, meals, or transportation. Give your attendees plenty of time to make arrangements — perhaps four weeks’ notice and also send a reminder communication a week or so before the event as a gentle memo.

Step 4: Show Your Attendees That You Care with Promotional Products

Remember when you were little and would go to birthday parties and leave with a bag of party favors? Luckily, the fun doesn’t have to stop when you’re 12 years old. Remind your attendees and employees just how important they are to your company by gifting them useful promotional gifts and items branded with your company’s logo. Personalizable gifts from custom work tote bags to custom company mugs are fun incentives that will make your attendees feel included and rewarded, while also increasing branding for your company. You can choose small one-off gifts as an award, or choose all-inclusive products like screen-printed work shirts as a way of saying thank you.

Step 5: Have Fun!

Last but not least, when your event finally rolls around, remember to have fun! Keep in mind that company events bring your whole team together and are an opportunity for you to connect with your fellow colleagues and employees. While you are busy providing a fun and memorable event, it’s also important to remember that just your time and interest are meaningful and appreciated by your team members. Be sure to relax and have fun, connect on a personal, human level, and foster relationships that go beyond the workplace in a professional manner. Team building is an insurmountable investment, and the benefits can be everlasting. Good luck!