A corporate event allows you to unite your teams during a pleasant gathering. It also helps promote your company by projecting a dynamic image. However, organizing a staff party is no small feat. Whether a large organization or a more modest SME, planning a staff event requires clear decisions and significant anticipation.
A corporate event can have several objectives. Far more than just a festive occasion, it should be considered an unmissable event.
Firstly, it aims to create bonds between colleagues and foster sharing. It is the perfect opportunity to spend a special moment with your colleagues, discuss freely with them, and perhaps discover unknown facets. Therefore, it is the ideal time to forge strong bonds among everyone.
Secondly, it aims to alleviate pressure. By offering moments of relaxation, you allow everyone to unwind and release pressure. This is an excellent way to start fresh and enhance efficiency.
It is also an excellent opportunity to thank your employees. Do not forget that the event is entirely dedicated to them! It is a great way to highlight your teams and demonstrate, through its very organization, that your company has considered every detail, and above all, them, through thoughtful gestures.
Finally, a staff party is an excellent channel to promote your company. Business is business! If you incorporate all essential elements and master your communication perfectly, your company will emerge stronger from this event.
By setting the theme for your event, you initiate a general dynamic: your colleagues will consider their attire, their costumes if requested, and they will wonder what theme-related surprises you have prepared for them. There is no single ideal theme. Of course, adapt your choice to the tastes and profiles of your employees. Also, consider a theme that is consistent with the company’s image. From there, you can choose entertainment related to the chosen atmosphere. Today, it is possible to find 3D animations and customizable photobooths suitable for all situations. Anything is possible!
Allow at least 6 months for the preparation of your event.
The choice of date is fundamental. It is necessary to check with all departments for everyone’s availability, especially managers who are expected to attend. This date will obviously determine the creation of save-the-dates and the invitation itself.
Take the time to visit all possible venues. It is indeed wise to locate such an event outside the company premises, as it can be challenging to foster a festive atmosphere in the same place where one works daily. Furthermore, it is important to choose a venue that aligns with your chosen theme. The venue sets the tone! However, you must ensure that the capacity is suitable, that the location is convenient for everyone, and that the place offers all safety guarantees. In short, do not underestimate this process, as finding the ideal venue can be long and time-consuming! Once chosen, the work is not over! You will, of course, need to conduct numerous technical visits with all your service providers.
Structure your event’s schedule: What time does the evening begin? How is it organized? Are there any speeches before the cocktail reception and the actual start of the festivities? How long will your introduction last? Do you have a presentation? The answers to these questions will concretely shape the event’s atmosphere. To ensure a pleasant experience, avoid excessive managerial speeches! A brief welcome, expressions of gratitude, and a look ahead are sufficient! More inspiring, a short presentation (no more than 20 minutes) by an external personality (renowned chef, athlete, international speaker, artist, etc.) can be an excellent option to kick off the celebration. For more on this, see the article: Why invite a key speaker?
Consider safety. To be frank, alcohol, if part of the celebration, can also ruin everything and, unfortunately, cause tragedies. To this end, ensure your guests return home safely by offering hotel rooms, providing a shuttle service, or even testing their blood alcohol levels at the end of your event! Safety is something that seems obvious but is often overlooked when enjoyment becomes the primary focus.
Choose your catering wisely. And first and foremost, consider the catering in relation to the atmosphere you wish to create and your guests’ expectations. Do you want to impress your guests with exceptional dishes, or do you consider this not to be an essential point? Given that this is a significant budget item, the situation may change depending on your choice. Also, do not forget your guests’ dietary needs and allergies so that everyone can enjoy themselves.
The budget, a critical factor, obviously dictates the project. The largest expenses are likely to be catering and venue rental. Subsequently, the setup, decorations, and number of entertainment options can serve as adjustment variables. Nevertheless, it is advisable to budget (as of 2020) 180 to 200 euros per guest.
The best way to determine if the staff party you spent so many months organizing is a success is to participate in it! However, if you have managed all this alone, you will need to oversee every detail throughout the evening. To avoid stress and maximize your enjoyment, why not enlist the help of an agency to coordinate everything?
