Your office is having an event and you’re the person chosen for the planning and taking care of everything. You may feel pressured, especially if this is your first time taking this role.
But don’t fret as there are tips that can help you prepare a successful event, whether it’s for your company’s anniversary, Christmas party, employee appreciation or whatever occasion it may be.
Create a Planning Committee
You don’t have to shoulder everything alone. Remember, two heads (or maybe more) are better than one. Pick a few people that you believe could help you with the event planning.
Decide on a Specific Date
Choose a specific date for the event. This is important as you would need this when making reservations for the venue and other things that you would need for the function. When choosing a date, take into consideration the availability of the attendees. Pick a date that the majority of them if not all could attend.
Know Your Budget
Ask your boss the specific budget that you will be working on. This is another vital thing that you should know early on. It would be difficult to plan the details of the event if you don’t know how much you can really spend. Once you know the specific budget, then you can base your decisions depending on what you can afford.
Choose the Venue
Another reason why you must plan ahead and decide on your date is to reserve the perfect venue earlier. With this, you can book your first choice instead of having to settle in another place that is not your first option.
Some of the things to consider when choosing your venue are the number of guests, if it matches your theme and if it’s easily accessible for the guests. For instance, there are venues that are better for casual events, while others are appropriate for formal occasions.
Select the Foods
If you are having the event in a restaurant, then they are probably serving the foods. If not, then you must find a caterer that could prepare the foods for your event.
Whether you are having the foods served in the restaurant or by a caterer, make sure to be involved in picking the menu. Have a test taste to ensure that the guests would enjoy the menu.
Prepare for Entertainment
Depending on the theme of your event, you may hire a band, a singer or a DJ if it’s a dance party. This is important to make the event more enjoyable for the attendees.
Send Out Invitations
The news about the party could easily spread in the company through word of mouth. However, to make it official and to make sure that everyone would be notified, you may send out an invitation via e-mail.
If not everyone has access to e-mail, then have printed copies of invitations, especially if their family members are also invited to come.
With these tips, planning for the next function at work would not be as stress free as you think.