Regardless of the size and type of your company, organizing a business party is always a great way to gather all your employees, colleagues, and maybe even clients. Since this type of gathering doesn’t occur very often, surely you want to ensure that everything goes perfectly.
If you are the party planner type of person, then you probably don’t need a lot of help and already have a perfect idea of how everything will look and where each item will go. However, on the other hand, if you have never been faced with this assignment before, you probably feel like a fish out of water. Don’t worry, in this article, we are going to explain the entire process of planning a corporate party in a few easy steps.
1. Make a list
Some people would argue that writing everything down in great detail is an unnecessary step but believe us, at some point, you will be happy that you did. When we say ‘write everything down’, we mean everything. Start with the possible venues, entertainment, theme and decorations, invitations, and so on, and don’t forget to add the average cost of every item.
This list isn’t only going to ensure that you do not forget anything, but it will also serve you as a guide since you will know how many things you have done and how many more are left to be concluded. One more thing, you should start making this list weeks in advance. You can begin the moment you decide to throw a party. You will need enough time to think about everything you will need and decided on every aspect of the gathering.
2. Set a budget
The next essential thing that you have to do is to plan a budget. Naturally, many things will affect how much everything will cost you such as the occasion, venue, number of guests, DJ or band, and so on. Nevertheless, it is of crucial importance to determine how much money you can afford to spend.
If you do not do this, in the end, you will pay for multiple small additional costs, and when you calculate them all, they can turn out to be quite a sum of money. Surely, you want to present yourself and the company in the best manner possible, but that still doesn’t mean that you should spend money like there’s no tomorrow.
3. Decide on the theme
Every party needs a theme, right? To make the right decision you have to consider the reason why you are throwing it. Is there a special occasion? Is it a Christmas, Thanksgiving, or even a Halloween celebration? Do you want to make an important announcement or maybe celebrate a recent success?
These questions are only some of the many that will help you choose the theme. Once you make this decision, all you have to do is think about the decorations and go purchase them.
4. Choose the venue
Upon making the list of people you want to invite and choosing the theme it is time to find the perfect venue. Clearly, the first thing that you have to think about is its size i.e. whether it is big enough to fit all your guests? Then, think about the location. Is it near your company’s building, is it in the center of the city, or is it in some remote area?
One of your duties as a party planner is to think about how your guests will arrive, and more importantly, how they will return home. Naturally, it is not your obligation to ensure that everyone has a ride home, but you should do what you can or in this case, go with the venue at the perfect location.
For example, if you want to take this gathering to the next level, you can rent a party bus that will take some of your important guests to the party. If this seems like an interesting idea, and you look for a Toronto Party Bus make sure to check out libertypartybus.com.
5. Don’t forget about the food & drinks
When it comes to deciding on the food, you usually have two options. You can go with in-house catering or opt for a third-party catering company. As you can imagine, the former one is the cheaper option and you should definitely go with it if the venue you have chosen has a positive reputation for serving exquisite food. If this is not the case, you should probably opt for an external catering service.
However, this is not all. You also have to choose the menu. Is there going to be a buffet? When are the appetizers going to be served? Is the desert going to be served right after dinner or later in the evening? These are only some of the many things that you have to plan with the caterer, so make sure to ask about every last detail.
Once again, you have two options when it comes to drinks. You can order it in advance or pay for it after the event i.e. pay for what is consumed. Both of these options have their pros and cons. For example, if you order it beforehand, you might not get enough or on the other hand, buy too much.
6. What about entertainment?
No party can be successful if there isn’t anyone to entertain the guests, right? This is something that you can choose upon deciding on the theme but you can obviously go with a live band, a DJ, or you can even put on a playlist. Naturally, the last one might not be the best choice, especially if you are throwing a big party for some important clients. You have to impress them and you surely won’t do that with a playlist.
7. Hire security
Having security around is the only way to ensure that everything goes smoothly. Obviously, we are not suggesting that you need men in black all around the venue, but hiring a few guys that can step in if a problem occurs will be enough.
8. Send out invitations
Generally speaking, most companies tend to notify their guests about the party a few weeks in advance. However, there are those who want to surprise everyone, so they inform them a day or two before the date. You should choose the approach based on your target audience i.e. your guests. As you surely know, not everyone appreciates being invited only a day before the event.
Finally, when creating these invitations, make sure to write all the important information – the location, the date, even the dress code if there is one. Also, if the venue is new, you need to give detailed directions. You can use social media platforms and newsletters to promote the party.