In this article, we will provide detailed information about organizing and conducting corporate events, offer several tips to simplify the event preparation process, and suggest some original ideas.
Organizing a corporate event requires unlimited strength and energy: you need to choose a venue and decorate it, choose a concept, plan an entertainment program, invite a host, etc. Meanwhile, many employees refuse to attend such events. Some cannot relax and unwind among colleagues, while others find the corporate event format unsuitable. Many questions arise about how to hold an event to ensure maximum guest attendance while not missing important details. Our team has prepared tips that will help company executives and HR managers host a bright and unforgettable event.A simple way to create an engaging and effective event is to delegate the task to professional agencies. This is a universal option if you have no time to come up with a concept and format for the corporate event, choose a venue, organize catering, find a host and a photographer. Aventura’s experts know how to hold an event that will align with your HR and business goals and, most importantly, will be remembered for a long time.
If you are not ready to hand over the organization to third-party agencies, you can take on this task yourself. We have put together a step-by-step plan that will help you hold a corporate event:
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Decide on the goal. Before organizing an event, you need to understand what result is expected from it. Defining the goal will help with choosing the format. If the task is to unite the team, it is better to organize sports or intellectual team building. And to relax and recharge, costume parties and dance battles are usually held.
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Find out the employees' interests. To ensure maximum attendance at the event, learn the wishes and preferences of the team. Colleagues will prepare for the event with enthusiasm if the concept interests them at the idea stage.
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Choose the format. In the event industry, there are many programs for holding a corporate event: from classic banquets and group movie screenings to theatrical events and rafting. Choose a suitable concept considering the capabilities and wishes of employees, as well as the goals of the event.
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Come up with motivation. Organize small gifts that guests will receive during the corporate event. These can be souvenirs, candies, or printed materials in branded style.
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Determine the budget. It is necessary to calculate how much the event will cost. The main expense items are: venue rental, host services, catering. Additional ones include: photo and video shooting, hall decoration, gifts for guests, etc.
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Choose a venue. The location should match the format of the event. For example, if a sports corporate event is planned, it is better to consider spacious park hotels, country clubs, and holiday camps. For quizzes, parties, and workshops, both open areas and various indoor spaces are suitable.
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Organize catering. Intellectual or active events can awaken guests' appetites, especially if they are held outdoors. Therefore, a picnic, buffet, or banquet is necessary.
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Plan for force majeure. Bad weather, an injury to a participant, or an error in calculating the number of guests can ruin the event. Therefore, it is necessary to think through a plan B. Prepare a first aid kit, raincoats, and additional props, warn colleagues about the deadline for deciding on attendance, etc.
Tips for employers on organizing a corporate event
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Vary the formats. If last year your team took part in a cooking master class, a similar corporate event is unlikely to interest them this time. For a new event, it is better to find a fresh idea that will leave no one indifferent.
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Ask about the team's wishes. If you have difficulty with the concept of the event or choosing a venue, find out your colleagues' opinion on this: create a survey for employees where everyone can express their wishes.
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Arrange photo and video shooting. There is a misconception that you can take pictures on a phone no worse than with a professional camera. However, if you are planning a dynamic party with light effects, a team of a videographer and photographer will be far from superfluous. They know how to make stunning shots even in poor lighting.
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Do not hold the event in the office. Let the team take a break from the work environment. If you need to save money, you can consider outdoor venues.
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Send the invitation in advance. Employees appreciate care, so notify them about the event well in advance so that everyone has enough time to prepare for the event and plan personal matters.
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Do not take up employees' time. If you organize a corporate event on a day off, half the team may refuse to attend the event due to family plans.
Ideas for the best corporate party
Quest
A popular event format in which participants must complete tasks of varying difficulty to reach the final goal. A quest helps solve HR tasks and have an exciting time. The format is suitable for both indoor and outdoor venues.
Hip-hop party
A dance corporate party is a great way to improve your sense of rhythm and get acquainted with a popular trend. You can end the event with a battle that will determine the best in hip-hop style. The format is suitable for indoor and outdoor venues, as well as for team building and corporate parties.
Culinary or cocktail master class
A professional chef or bartender is invited to the event to teach employees a new recipe. The format will allow the team to show off their culinary talents and enjoy a refined dish or drink.
Quiz
An intellectual game in which everyone can feel like a polymath. You just need to choose a theme: company history, cinema, music genres, the 90s, and others.
Sports event
This option is suitable for summer and winter recreation. In hot weather, you can organize rafting or trekking, and in cold weather — snowmobile rides or a ski race.
Costume party
An exciting event in which guests can feel like their favorite characters from books, films, or video games. Choose a suitable theme: employees will be limited only by their imagination.
How Aventura Helps Organize a Corporate Party
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We have a database of trusted partners and contractors, so we can quickly find and prepare a venue, arrange catering, invite a host, photographer, and DJ, and if necessary, arrange transfer.
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Our team will propose a ready-made concept or prepare a custom scenario based on your wishes, the physical capabilities of your employees, and the allocated budget.
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We will deliver not just a modern event, but an occasion that aligns with your business, marketing, management, and internal corporate culture goals.
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