7 Simple Tips for Impeccable Office Event Planning | #hrmanagement #hrexecutive

There’s more to office life than erratic schedules, tight deadlines, and last-minute assignments. The scenario isn’t as dull and depressing as it’s made out to be. There’s a fun side too. It involves corporate events conducted in a professional manner keeping intact the fun quotient and light-hearted atmosphere.

Office events allow employees working in different departments to meet each other in an informal setting and fosters a spirit of camaraderie and  cohesiveness. Managing an office event requires immense planning and preparation to ensure everything is handled impeccably from start to finish and the event successfully delivers the best ROI for the company.

Let us find out more about the intricacies of office event planning so that you’re well-prepared for the next big event in your organization. 

Corporate events may include a wide range of activities such as a new product launch, a picnic in the scenic countryside with teammates, a get-together to celebrate the team’s achievements and so much more.

 The focal point of each event is either the employee or the client. Based on this, the activities are planned so that the target audience gets an opportunity to have fun, enjoy themselves and bond with others over good food and interesting conversations. Corporate event planners need to be adept at conducting venue research, developing relationships, managing budgets, negotiating contracts and event marketing. The right approach and meticulous planning are all that you need to conduct a successful office event.

Here are a few vital tips to guide you through the entire process. 

Photo by Priscilla Du Preez on Unsplash

1. Involve the right staff 

Let’s admit it. You can’t manage everything on your own, especially in events of this magnitude where the slightest mistake may cost the company its hard-earned reputation. No matter how big or small the event is, it’s the quality of the hired staff that eventually makes all the difference.  

If you have the right people working on the event, most of your worries dissipate into thin air. The trick is to select people who understand the vision of the event and what you’re trying to pull off. Make sure the staff has adequate exposure to corporate event planning and their values and ethics are in sync with those of the organization. Seek assistance from reputed event staff agencies to find the best professionals. 

You may try out event staff scheduling software that will effortlessly manage timesheets and other complexities of event and catering staff.

2. Select a venue carefully

The venue chosen for the corporate event determines the success rate of the event to a large extent. While selecting a venue, keep in mind certain factors such as the budget allotted for the venue, the number of guests invited, parking space availability, the scale of the event and of course, its end goal.

Choose a venue that’s airy, comfortable and spacious with adequate space to accommodate all guests. The venue should be easily accessible from major locations across the city. Moreover, you must double-check to ensure all the necessary amenities are functioning the right way. Why confront unpleasant surprises when you can avoid them. Visit the shortlisted locations in person before selecting the best among the rest. Go for a multi-year contract if possible. This will make life easier for the event management staff when the next office event is organized.  

 3. Find out the “why” 

We tend to overlook the ‘why’ of an event, little realizing its significance in the larger scheme of things. Often, these office events serve as one of the most effective employee engagement strategies. 

A meeting with a definitive agenda determines the direction in which the event will proceed. Moreover, when you are clear about the event objectives, you’ll have a fair idea about the possible outcome for both the company and the attendees. Whether it’s a team meeting, team picnic or a client appreciation meeting, without a proper goal your event will end up being chaotic, mismanaged and utterly unsatisfactory. 

4. Choose a theme that stays with you

In case the event has been well-marketed and is largely considered a high-profile one, you’re bound to be swamped with extensive press coverage. Ensure the brand name and logo are pushed into prominence in the event. Choose a theme that’s worth remembering. It should be interesting enough to engage the audience’s attention while also being relevant to the overall objective of the event. The right event styling acts as a thread binding the whole event together,  right from the décor to the rental of sound system Singapore, food, and drinks.  The online presence of your company may be severely impacted if the theme has been shoddy executed at one of its corporate events.

5. Look for unique food and beverage options 

Corporate events are flooded with attendees who crave good food of interesting variety, and don’t hesitate to explore a wide range of flavors. The food and beverages you offer depends on the type of event. What works for a convention group would seem out of place for a board meeting or corporate social event. Make sure there’s enough variety to cater to most people’s taste buds but avoid going overboard with out-of-the-box cuisine. This is not the right place for extravagant  cuisine that may come across as a real shocker for the audience. Keep the health of your guests in mind.

From the employee perspective, you certainly wouldn’t want your staff to indulge in unhealthy food and beverages, at least in office events. That could have adverse effects on employee productivity.

6. Engage and interact with the attendees

If you think mere speeches and presentations are enough to engage the audience, think again. Sure, guests will be looking forward to an interesting exchange of ideas and perspectives. 

But what happens during the downtime? How do you plan to make the most of those intermittent pauses between different activities in the event? That’s the time to introduce fun, interactive sessions requiring active participation from guests. The activities may include games, trivia, arts and crafts.

They inject excitement and enthusiasm in the event without causing unwanted distraction from the main purpose of the event. Such interactive sessions enable guests to lose their guards for a while and forge interesting connections with each other.  

7. Ensure the logistics are in place  

An important aspect of office event planning is to ensure the seating arrangements are chalked out in a way that facilitates a great view and creates a comfortable ambience. People with similar interests or companies may have their seats placed closer together. However, too much segregation could potentially backfire as guests would find it difficult to interact and bond over if they are seated far apart.

So how to ensure everyone is happy with the seats allocated to them? The simplest solution is to put up a seating chart well in advance. This will help avoid unnecessary chaos and confusion on the D-day. The onus is on you and your staff to guide your guests to the venue and help them depart safely.

Additionally, hire a security team to help with crowd control and other untoward incidents if and when they occur.

Conclusion  

Given the way businesses run in present times, office events are no longer viewed as an avoidable indulgence. On the contrary, they’re a necessity for building company and employee morale. Planning an office event isn’t as daunting as it appears to be. If you have a clear understanding of what needs to be done to meet the objectives, the rest of the journey becomes a smooth sailing ride. Map out the small and big details beforehand so that the planning process turns out to be simple and straightforward and everything eventually falls into place.