Have an agenda
The first thing you need to understand about organizing a corporate meetup is the fact that it’s not a social event. What you’re doing is making a business move and, as such, this project needs to have its ROI. To determine it, you need to know what you’re trying to achieve. Are your plans to reward your staff, attract investors, strengthen a brand image or attract more attention. Keep in mind that this issue may actively help you with the organization, branding efforts and selection of activities.
Amongst the first decisions that you’ll have to make is the one regarding the number of people that will be invited. This determines the type and size of the venue, the catering that you have to go for, as well as the budget that you have to set for the project in question. Other than this, you need to think about the profile of the invitees. Are you going to base your list on employees alone or are you going to invite potential investors and partners, as well? Will these people be allowed to bring others to the event, as well? You also need to consider the format of the invitations. Just remember that electronic invitations are handier and eco-friendlier than old-school paper invitations.
Handling the logistics
Once you know the basics, it will be up to you to handle the rest of the logistics regarding the event. First of all, you’ll have to figure out the location of the event. Second, you need to set the date and it would be best if there were no other similar events around this particular date. Third, you might need to provide transportation for some of your guests or, at least, assign designated drivers. Lastly, you need to determine the time of the event (a daytime or a nighttime event). All of this will determine quite a lot.
The next thing you need is to choose the entertainment for the evening and the choice of music is one of the biggest issues on this list. The choice that the majority of event managers face is the question of whether to hire a DJ or a band. While a DJ may be considered a frugal choice, the truth is that the variety of music and the overall vibe of the evening may be strongly in favor of the band. Not to mention their interaction with the audience. Overall, what you need to do as possible is to look for live music bands for hire and book one that you find to be the most suitable.
The last thing you need to keep in mind is the importance of professional photography for the success of the event. First of all, the effects of the event will also be relevant in the aftermath, which is why you should find someone capable of creating quality lasting mementos. These images can later be used in marketing or displayed on your website. Either way, the quality of the image matters quite a bit. Some professional photographers also provide drone recording service, which can come in as quite handy for live streaming and unique event footage.
The only way to avoid making a major oversight is to be systemic and thorough. So, take your time, keep everything in written form and try to return to the list as often as possible. Through repetition, you minimize the risk of oversight, thus ensuring a more satisfying result.
Alexis is a Sydney-based part-time lifestyle writer and a full-time mom of two. Her words carry the richness of her travelling and parenting adventures, offer advice and inspiration to those who desire to improve their lives. Outside of the office, she takes pleasure in spending precious time with her youngsters and absorbing the happiness they constantly radiate.
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