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successful company event

10 tips for a successful company event

How to make your company event a real success. Coordinating events is an important job and one which requires thorough planning. Here you will find helpful tips for creating an unforgettable event.

1. Always have a plan B

Always keep one thing in mind: even with a perfectly planned event, outside influences you can’t control or plan for can always happen. This is something that every event planner needs to know. So, try to think of all possible eventualities and create a plan B that will help you react quickly and effectively to unforeseen circumstances. Below is a list of common unexpected scenarios:
  • Flight delays or cancellations.
  • Power cuts.
  • Bad weather or sudden changes in the weather.
  • Booking errors or issues.
  • Delays or no-shows from service providers.
Unexpected things often crop up. What’s important is that you’re able to deal with any issue professionally and that you know in advance what your options are and how to communicate with people. Diaries and organisers printed with your company logo can be helpful in times like these. They make sure you always have all your dates, deadlines and important notes close at hand.

2. Delegate tasks to your team

It’s also very important to remember that you don’t have to do it all alone. Delegate some of the jobs to your team to make sure that your event is perfectly planned and executed. Team work is a powerful thing – make the most of it!

3. Check for other events

We’re often so wrapped up in organising our own company event that we forget to check for other events happening nearby and/or at the same time. This has to be avoided. Check early for rival events which might have an unwanted impact on your company event, such as reducing your potential number of participants. A well-planned event is often something unforgettable that your guests will remember for a long time to come.

4. Choose your venue carefully

Choosing the right venue is crucial to good planning. There are various factors to take into account. Your venue should make your guests feel welcome and comfortable. Bear in mind the following when choosing your venue:
  • Cleanliness and general ambiance of the venue.
  • Availability of accommodation at the venue or nearby.
  • Technical equipment on site and tech products for your team.
  • Catering options.
  • Ideal room size for number of guests.
  • Good value for money.
It’s best to visit potential venues yourself so that you can get a feel for whether a place is right for you.

5. Tasty treats are the cherry on the cake!

Delicious drinks and meals are a must for any event. Guests often come straight from work or have travelled a long way, meaning that they are likely to be thirsty and hungry. We recommend hiring a catering company so you can benefit from their expertise. It’s also important to: Try before you buy. It’s best to try out various providers and listen to all their advice.

6. Brief your team fully

Point 2 was all about delegating tasks to your team. This only works smoothly if every member or your organising team knows how everything is going to work and what their jobs are. That’s why it’s vital to give specific instructions, to make sure everyone is fully clear on their roles and processes, and to delegate responsibility. For example, at least one team member should be responsible for filling personalised goodie bags to give out as a welcome gift. With a strong team behind you, your event is bound to be a success.

7. Know your target audience

For company events, your audience is obvious – your staff members. To make sure your event goes off without a hitch it’s important to know as much about your guests as possible. It’s helpful when sending out save-the-dates or invitations to attach a questionnaire for collecting useful information. The better you know your audience, the more suitable your event will be. We also recommend asking your guests for feedback so you can find out what worked well and what needed improvement.

8. Make the programme entertaining

The entertainment at a company event needs to be well balanced. That means: Don’t cram too much into the programme. Give your guests a chance to chat amongst themselves, but also make sure you’re creating a nice atmosphere. You can learn how to best strike this balance at your next event by getting to know your target audience (point 7).

9. Don’t be shy about promoting your event

In order to ensure that you get enough of your target audience to come to your event, make sure you start promoting it early. It’s best to start 6-12 months in advance so that everyone has the date in their diary. Plan a campaign for the preparation phase, early-bird registration, reminders, final deadlines and a final countdown to your event. This will help to get everyone excited beforehand and to make sure people turn up in droves.

10. Use any available technology

Technology is a massive help to making sure your event runs smoothly. Use a qualified IT team and give them everything they need to carry out your event. The IT team can provide power, music and audio for your presentations, as well as ambient lighting and lighting effects that will help to convey your message and much more. Technical products, such as powerbanks and charging devices, can be helpful here, as can other technical equipment that can make your event look more professional.

Summary:

Your event is sure to be a success thanks to these 10 tips, because thorough planning always pays off. We also recommend personalised give-aways as a way to make sure your guests remember the event for a long time to come. Guests will take their little gifts with them to work or home, meaning your logo is always with them and is connected with positive memories. Find our top gift ideas here.

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