Everything You Need to Plan A Fun Business Event

The level of organization it takes to pull off a fun business event is impressive. These tips are designed to help you keep your eyes on the prize.

The end goal of a business event is to improve brand awareness and attract more clients. Professional business events take a lot of time and care to plan out properly. You may have business events on your calendar that are not taking place for another year or so. As a result, business owners try to do more than book a venue and get a bunch of name cards. The level of organization it takes to pull off a fun business event is impressive. These tips are designed to help you keep your eyes on the prize.

What Is the Purpose?

So, why are you planning on having a business event in the first place? Is it to celebrate the 25th anniversary of your business or are you hosting a grand opening party? When considering the purpose of your business event, you should at least come up with a ballpark figure of the number of guests you want to have in attendance.

Smaller and more intimate business events don’t necessarily require any less planning than larger shindigs. When considering the reason behind your business event, you can think about whether you need to charge for entry, hire a caterer, get a live DJ, or invest in some expensive decorations. Naturally, holiday parties can be expected to be a little livelier, but you could also have employees bring in dishes for a potluck instead of shelling out for a professional caterer.  

Choose a Theme

Homing in on a theme for your business event doesn’t mean that there has to be a dress code or anything of the sort. Moreover, choosing a theme is about helping you as the business owner to be better organised. For instance, hosting a business-themed cocktail party might mean that you have to look into venues in the Manchester area that are licenced to serve alcohol.

A business retreat may mean that you have to hire the right kind of speakers as well as make lodging arrangements for all of your staff. An outdoor event would require you to get all sorts of local permits and approval from residents. Being aware of the theme of your business event is only going to aid you in putting on a fun, well organised, and positive event. 

Selecting the Perfect Date

Naturally, choosing a Friday or Saturday date can be best when you are expecting guests from other parts of the UK or abroad. On the other hand, it can be even better to have a business event on a day when your regular business is going to be closed, so that all employees can attend. Banquet halls, arenas, clubs, and other venues can be much cheaper to book during the week. You don’t want to sacrifice hosting a quality business event for saving money, so contemplate the date carefully.

Also, look at the date you have selected to be certain it doesn’t conflict with other events or even holidays. You would never want to have an event for employees on a bank holiday, as that is when your workers expect to be off duty. Likewise, planning a corporate business dinner on New Year’s Eve would likely end up with only a handful of people choosing to attend. 

Planning the Logistics of Your Business Event

Picture the night of your business event. You’re dressed smartly, putting the finishing touches on things on the inside when you get word of the size of the crowd that has gathered outside. Your hired security detail is still working on verifying who is on the guest list. Now, how do you keep order without making any of your guests feel belittled or like they’re being snubbed?

If you get some retractable barriers there can be a clearly designated area for all guests waiting to get in. Additionally, these barriers can be used to keep the coat check line organised, designate a VIP area, and partition off the buffet until it is time for everyone to grab a plate. Discount Displays are one of the most popular choices for display products like these and sell belts for retractable barriers with printed messages on them. This means if you buy a few, you can personalise each one so that it can represent a different area of the event.  

Whether you are hosting a business event where there will be assigned seating or just an open dance floor, the logistics still have to be planned out. 

Creating a Guest List 

Who is coming to your event and how are you going to keep track of those in attendance? If your business event is going to require guests to purchase tickets, you have to have a system for checking guests in. With a private guest list, attendees might have to present a form of identification before being let in. Keep in mind if the venue you are hosting your event at has a maximum occupancy number. If you accidentally go over, you could be shut down by the authorities, so be very careful about maintaining and checking your business event guest list. 

Focusing on Entertainment

To have a great business event, you are going to need to do more than hook-up your iPod to a speaker. No, you don’t necessarily have to hire burlesque performers or a Vaudeville act to keep guests happy, but the event does need to have some structure. Consider whether you want guests to walk in and immediately go into party mode.

Business events often start off slow. Guests come in, check their coats, perhaps find a table to sit at and wait for the MC to make the key announcements. Then there will be a set time for guests to be served a meal or help themselves at the buffet table. After that, the DJ might start playing music, the live band might begin playing, or whatever type of entertainment you have lined up would begin. 

Catering and Refreshments

This is the part where you have to think of your budget first. Professional catering services always have a minimum cost. So, even if you are having a small event, you are going to pay a decent amount to have a caterer on hand. There will be extra charges if you want to serve alcohol, as a bartender will have to be hired and paid to set up. If you are going to have items on the menu like seafood and steak, catering can cost in the thousands for just a few hours. Business events can be professionally catered but they can also consist of potlucks. You might luck up and find a venue that offers to serve finger foods and hors-d’oeuvres instead of a full meal at a reduced cost.  

If you are planning to hold a Christmas party for staff, you may be able to get some workers to create a party planning committee. Businesses who regularly host business events,  can hiring a small team of people to be in charge of event planning on a full-time basis. Remember that you want to be able to have fun during your business events as well. So, try not to get stressed about making everything perfect and delegate tasks when and how you can. Putting forth some effort and planning your business event out well in advance will make you and your company the stuff of legends. 

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