Statistics indicate that almost 90% of organizations in 2022 have returned to holding in-person gatherings for their employees. Holding corporate entertainment events can make your workers more engaged at work and strengthens their loyalty to the company. And experts state that workplace friendships improve workers’ retention rates. This article shows you how you may successfully organize an entertainment event. Read the suggestions we have mentioned down here.
How to organize an event?
It’ll be 2023 in a few days, and you should try some unique ideas for holding corporate events. For instance, many organizations now arrange magic shows, musical events, and roast sessions for their employees to keep them entertained. You can even integrate AR/VR into it, create escape rooms for them, and recruit comedians for the office party. However, certain tactics can make any corporate event successful today. We’re chiefly concerned with these general guidelines that can make any entertainment event an accomplishment. So, here’s how you organize an office party successfully.
- Arrange some music
Every successful entertainment event has some good music. You should consider several bands and choose one to entertain your guests. Every band needs a stage skrim display banner. You can order some stage skrims for bands online to create some buzz. Also, you can arrange pop-up tents, flag banners, and even tablecloths for a corporate event. So, getting some musicians to attend an event makes it more memorable.
- Begin planning soon
Always start planning the event earlier than usual because you never know what unforeseen issues might delay it. So, how early should you start planning an event? Try a few months in advance. Even the smallest of all entertainment happenings takes at least one month to be planned right.
- Create your budget
Don’t forget to create an event budget and make some margin for unexpected expenses. Making a realistic budget allows you to predict how much money you can spend on organizing it. So, allocate different portions of the budget to various parts of the event. When you consider unknown expenses, you can easily create a proper budget. Always expect emergencies to appear without warning.
- Negotiate the prices
Everything is negotiable when it comes to getting the right price! You should consult with different vendors while planning a corporate event. Meeting different people will help you find many affordable options and even get the necessary stuff at a 5-10 percent discount. Since you’ve already made a budget for that event, you can easily negotiate the best prices for it. That’s why you should never choose the first vendor available. Always take a quote from numerous vendors for results.
- Check the location
Choose the venue wisely while making sure it can accommodate everyone invited. Moreover, check the location a day before the event to organize everything properly. Sometimes, unforeseen problems can arise, e.g., the air conditioning not working, no accessibility for the disabled, or the lack of portable toilets on the premises. Moreover, it’s smarter to have another location – a spare one, if you want – in case somehow the original venue becomes unavailable.
- Have backup plans
Entertainment events fail because of many reasons, and these reasons mostly involve event planners not having a backup plan. As you have just read, having another venue in case the first one is unavailable can prevent the event from collapsing. In corporate entertainment, having a plan B ensures the event goes smoothly without any major mishap. For instance, you should have a back u caterer, more porta-potties for the event, and enough helpers to tend to all guests’ needs.
- Collaborate with tech
Choose your team members carefully and include some hardworking individuals in it. Moreover, you can collaborate with your teammates by leveraging technology. For instance, you can contact your people via Zoom and Skype, share documents via Google Docs, and social media to stay in contact. That’s how you can make the event a success. Ensure you guys are sharing important information to avoid miscommunication. Collaboration is the key to holding a successful event.
- Make service brilliant
Your guests deserve to be served properly and have their needs met quickly. You should realize how helping guests’ on time can contribute to the success of an event. That’s why some event planners recommend the duck face rule, in which you appear calm outside while being energetic in your service. Ask helpers to be careful in creating a friendly atmosphere to make them feel relaxed. That’s how you can organize a successful entertainment event in this climate.
- Photograph the event
Moreover, don’t forget to take some pictures of the event. Interestingly, there shouldn’t even be a need for a professional photographer; you can take candid shots yourself with a smartphone. These pictures will capture the soul of a mesmerizing corporate event you’ve held.
- Ask for feedback
You should ask guests for feedback to ensure they’ve enjoyed themselves. Their feedback can help you realize what was lacking in your services. Some planners will distribute written evaluation forms in which guests can write down their suggestions about the event. You can improve the quality of entertainment you offer in any upcoming events only by learning what mistakes you’ve made in this one.
Corporate entertainment events can become successful when you incorporate the tactics mentioned in this article. Begin planning earlier and create your budget properly. Choose a venue wisely and interview different vendors to negotiate the prices. Collaborate with your team members via Zoom, Skype, and shareable Google Docs. Hire a band for some good music. Make sure guests are served by friendly staff members and take many pictures of the event. After the event’s offer, ask for the attendants’ feedback. Their feedback can help you arrange the next event more effectively. That’s how event planners can organize a successful event.