In addition to conducting everyday business with the public, many organizations host special events for customers or for employees. These events help to build solidarity, commitment, and loyalty, among other benefits. However, it can be challenging to orchestrate an event to accommodate dozens or hundreds of people. While right now many businesses are rightfully avoiding large gatherings, once people are able to go outside again, events will be extremely popular and viable ways to interact with customers and employees. Prepare for future events by planning now. Here are four key tips that may help you efficiently organize large business events.
The first thing you’ll want to do is get organized. Designate a team to assign specific duties to individuals or subgroups to organize the event. Large events require a schedule, a budget, and efficient coordination by everyone involved to ensure success. Departments that specialize in certain areas, like marketing, can handle the publicity, while the Accounting Department will want to oversee the budget and likely approve expenditures. Tap creative minds within the organization by inviting them to meetings or requesting suggestions. By organizing everything from the top down, you will be sure to have a well-run event.
One thing that will be sure to get people excited about an event is food. For a major business event, it is a good idea to hire a catering company to handle food preparation and cleanup. Many caterers will also rent chair covers, table linens, table centerpieces, and flatware if desired. You can choose the type of menu preferred for the type of event being arranged, from casual to formal dining. Beverages can be included, along with appetizers and desserts. Compared to a pot luck or takeout food option, catering saves time and is often comparable in price for the value. Caterers can also work with your company to provide vegetarian or allergen-friendly options.
Plan the Agenda
Even a simple lunch or dinner event requires some type of agenda or schedule. Typically, someone will provide a welcome and possibly opening remarks. There may be a blessing on the food by a pastoral representative if your specific event requires it. Entertainment is sometimes provided after the meal unless it is a conference or working-type event. Invitations, announcements, or programs will let attendees know how to dress and what to expect. Participants who speak at the event will also need a timeline to gauge the length of their talk for everything to flow smoothly. Be sure to plan out your agenda in a way that leaves time for food, interactions, and movement between speakers and activities.
Finally, you will need to coordinate your communications for your event. Communication is essential on many fronts for large business events. Guests will need to know where to park and how to find the event location in the building. Each team or volunteer should be advised where and when to arrive to undertake their duties. Incoming service providers such as caterers will also need to be informed about which entrance to use and where to set up. A well-organized event will be shared with everyone involved to keep everything in good order.
Planning a sizable business event requires time and coordinated efforts. Many hands make light work, so get everyone involved early and keep them informed. From setting up a team to organizing the event to providing food, planning the agenda, and coordinating communication, there are many ways to ensure your business event moves as smoothly as possible. Get started planning for your next event today.