How to Run a Corporate Party
If you have never run any sort of corporate party before, or are not even vaguely aware of how to run a corporate party, the chances are that you may feel utterly overwhelmed by the prospect of being responsible for such a large undertaking. The good news is that if you take the whole operation step by step you will find it is really quite easy, that there are plenty of people willing to help out there and what is more when the party goes with a swing you will have a great sense of satisfaction.
Here are some useful tips to help get the ball rolling:
Don’t even make a move until the overall budget has been declared and approved. You can’t talk sense to venues or suppliers until you know realistically how much you have to spend.
Plan as far in advance as you possibly can, especially for a Christmas party, as venues for this time of the year can be snapped up sometimes as much as ten months ahead.
Try to determine what style of party your company is going to hold. A good way of deciding is to find out what everybody wants. If it’s purely an in-house party or, if it is a special event or celebration held mainly to impress important guests from outside, ascertain what particular message the company is trying to get across.
Your company may want to pull out all the stops and hold a glamorous banquet to impress potential new clients, on the other hand it may want to hold a party in the open air with lots of entertainment to say “…hey we’re a fun company to deal with.” Be absolutely sure of your brief before you even make that first phone call.
Once you know in which direction you’re heading it should be all systems go. Choose a date for your party and then try and stick to it; changing dates, especially at the last minute will create enormous problems for both you and your suppliers.
Picking exactly the right venue, food, wine, entertainers and suppliers is going to be crucial for the success and smooth running of your event so you will need to be careful in your choice of venue and suppliers.
Never book a venue or supplier of any kind without a contract that clearly states all terms and conditions. This way there can be no misunderstandings or arguments. For example if a venue agrees in the contract to provide proper linen napkins and then on the day tries to palm you off with cheap and nasty paper serviettes provided you have it in a written agreement signed by the venue you have every legal right to insist on having what you booked originally – or else!
If you decide to run a corporate party with a definite theme it is usually better to hand that element over to a reliable professional who will bring in all the necessary equipment and lighting etc. Always ask for a detailed quote to show what you are getting for your money on the day.
A good example of what you should expect to see in a quote is the one shown below, which was a genuine estimate for theming a large Christmas party.
1920’s PROHIBITION THEME
Stage:
3 x Sections of Staging 8’ x 4’ c/w black pleated skirting
Band Lighting:
2 x Telescopic Stands c/w eight 300watt Parkans
Theming:
6 x Gangster Flats 2.4m x 1.2m (Al Capone, etc)
2 x Backdrops 6.0m x 3.0m featuring Chicago Street scene
12 x Stage Flats for fixing
8 x Stage Braces for fixing
12 x Stage Weights for above
6 x Backdrops 6.0m x 3.0m (white)
22 x Pillar Flats 3.0m black with gold marbling
36 x Stage Flats for fixing above
12 x Tank Traps for fixing above
12 x 2.5m Scaffold Pole for above
1 x Backdrop 3.0m x 3.0m Casino Cashier
3x Stage Flats for above
100m x Royal Blue Swag
4 x Pillars c/w Large Urn and Plants
6 x Kentia Palm Trees 6’ 6”
2 x Large 3D Tommy Guns 2.0m x 1.0m x 1.3m
1 x Large Nigthclub Sign ‘Cabana Club’ 3.0m x 1.0m
4 x Double Head Globe Lantern 2.2m
Lighting for Themes:
30 x Par 38 Fittings Uplighters
30 x 10m Cables
30 x Double Adapters
Lighting for Dance Floor:
4 x Motor Colours
1 x Show Designer
4 x 10m DMX leads
4 x Powerdrive Stands c/w Bracket
Entertainment:
2 x 45 minute performances by ‘Casablanca Steps’
1 Classical Pianist
Total Price: £14,750 including VAT
Optional Extras:
Coloured linen and table decorations: £1,831 including VAT
Once everything is in place and you have sent out invitations and had attendance numbers confirmed you can sit back with confidence until the big day.On the night make sure that you are at the venue well in time to brief the entertainers and band etc. and to meet and greet guests.
Double check that staging is safe with easy access and PA systems are in place and fully operational. You may well find that performers and musicians etc. will want to have a dummy run a few hours before the event, to test the acoustics and the room layout.
Arrange with the venue to feed and water entertainers and the band and possibly provide them with a room to rest in, especially if they have come a long way or are working very late. Some suppliers will expect to be provided with a bed for the night as well as food and drink, but sort this out when you are dealing with their contract to avoid any misunderstandings on the night.
Check that the seating plan is easily visible and that all the tables are properly laid up in the dining area, with place cards and any gifts at each setting.
Make sure the bar is properly stocked and that bar staff are well briefed about any free drink allowances for guests.
If you have brought in extra lighting or special carpeting be very careful that there are no loose wires or rough edges for people to trip over.
A Master of Ceremonies who really know their job are invaluable and can be a good friend ,as well as an extra organiser on the night. Make sure he knows the order of events and the exact timing and you can probably sit back and let the toastmaster gather up any stragglers from the bar when it is time to dine.
If you are by any chance called upon to say a few words or make an introduction do keep it short, after all it is a party and most people find listening to long-winded speeches in the middle of an evening’s gaiety very trying.
At the end of the party be prepared to go hunting for lost coats and bags, lost boyfriends, and even stray shoes. Have a good taxi company up your sleeve for total inebriates and do not expect to be safely tucked up in your own bed until the wee small hours of the morning!
On the day of the party if you do nothing else for yourself follow these few golden rules: Don’t have too much to drink, no matter how tempting, you will need a clear head at all times since you will be the person everyone turns to in an emergency. Leave plenty of time to have a relaxing soak in the bath before kick-off. Organise a reliable team of helpers who can also be your eyes and ears at the party. Try not to get stressed when things go wrong – after all you can only do your best. Avoid getting in arguments with difficult or drunken guests. Above all enjoy yourself, it’s your night too.