When planning a company event, it doesn t matter whether it involves a small handful of attendees or several hundred the process and checklist involved are just the same. If you follow this set of tips you should be able to formulate a plan that will easily able you to coordinate your event.
You should begin with some sort of announcement in order to round up your volunteers. A good idea is to make an open invitation to all of your employees. This should have the effect of getting afew people interested however you should also do some individual campaigning to get more support from those who could prove more influential.
It is always important to have an initial meeting (don t forget to provide refreshments even the busiest of people can still be tempted along to a meeting by the promise of food!). The meeting should have a well organised agenda where you can delegate as much work as you can to others. If you manage a team of staff then try to assign the job of event planning to your right hand man, or person directly below you ensuring all the while that the tasks come under their job description. Further to this initial meeting, schedule a follow up meeting and be sure to get a group consensus on dates, times and topics of discussion.
Schedule regular meetings where you will be able to assess progress. It is important that you should provide constructive feedback as well as praising those who are working well towards their objectives and targets. Where required, meet with other participants such as entertainers and those dealing with catering in order to finalise plans. At each stage of the organisational process keep line managers informed of key decisions to ensure that they are constantly in the loop as to when and where the event will be held.
If possible, attendees should be notified of the event by invitation at least six weeks before it is set to take place. If you need RSVPs then include a return by date on the invitations. The member of staff delegated with event coordination should device a system for collecting these receipts. If you are inviting several hundred people then administrative staff should pick up the bulk of this work.
One week before the event is due to take place, you should conduct a final planning meeting. It is here that you should discuss any last minute tasks that need to be taken care of such as additional decorations. Finalise any additional deadlines and duties with members of the group.
On the day of the event remember this important piece of advice: enjoy yourself! Make time to find your volunteers and show your thanks to them individually. Also remember to socialise with any other members of management and get their feedback from them and other attendees as to what they thought of the event. Constructive feedback will enable you to improve the event next time round.
Finally, send out thank you letters to all volunteers after the event and have copies of these letters placed in their personnel files where applicable. If there are any freebies left over after the event then distribute them amongst the helpers.
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