Party Rentals: Organizing An Office Holiday Party

Holidays are not only being celebrated at home but in the office too. In fact, this is also the season where event party rentals are juggling schedules just to meet and comply with different events – left and right, with both domestic and corporate events. So if you are in the field of events, you are expected to be expecting a lot of booked hosting that will make you play catch-up. This is the season where, unlike normal days, the occasions are all common – theme-wise and only the venue and date changes. As an event and party planner, you should never run out of ideas to avoid coming up with the same element in all your events. Each set up should be different and unique – a tough thing to do, but is definitely worth it.

HOLIDAY PLANNING

In order to be able to finalize a holiday party plan, especially in a corporate setting, you have to go through the following tips and steps to be able to nail a memorable corporate holiday event.

  • Find Out The Basic Elements Of The Company Party

Of course, every event starts with planning and that means PLANNING AHEAD. By identifying the basic, yet most important details for the office holiday event, you will be able to pull off a party that will give the company an experience that will boost their morale.

Consider the following before you proceed with the execution:

  • Venue
  • Theme
  • Date
  • Time
  • # of guests
  • Catering services
  • Décor
  • Program and agenda

There could be more, but these are the crucial parts of planning an awesome holiday party. And as an event organizer, you definitely know that you can only get everything done if with a team that sure knows how to be a team player. So see to it that you have one.

  • Timing Is Important

There are some companies who prefer to have a lunch party because that’s where all the employees and staff are complete and the company has full control of the costs and the employees’ attendance. Although not all can attend the event, especially if they need to attend to calls and other incoming inquiries. But if your client does not wish to have a lunch party, then preferably a dinner event will be settled. If so, there is a bigger possibility that event cost would a bit higher and will still also depend on the date of the weekend the event will take place.

Some pick Friday to hold a company holiday party because they have the weekend to rest, however, it is also the most expensive time, especially when it comes to venue rates. Some opt for a Sunday or a Monday night to hold the event just to get away a little with all the extra cost and hassle.

CORPORATE PARTY TIPS

  • Off-Season Holiday Party

There are few companies who hold their parties out of line with the normal Thanksgiving or Christmas celebrations. Others pick the month before Thanksgiving, which is October or a month after Christmas which is January. This is because there are more available venues if the company does not want to have the event in the office also, attendance is expected to be more complete when parties are scheduled off-season. It is also more economical and other expenses are much more controlled. Although employees might not feel that the event is an advance Thanksgiving or Christmas celebration because of the month and they might think that the party is more like an employee appreciation party or an annual company party.

  • Build A Team

Having the best team players is your key to execute a successful holiday event and is considered the most important asset by every event organizers. Technically, you do not need to have a big team, all you need is a few dedicated team members that you can rely on. Sometimes, the smaller the group the faster you can finish every task and detail needed in the event, plus it is more cost-effective. Though there are organizers who prefer bringing a big team, depending on the size of the event because if you have a big party, then you should have more staff to represent your team. Basically, size doesn’t matter for as long as every member is doing their jobs efficiently and accordingly.

FINAL POINT

This is the season where everyone should be jolly and being a party organizer that weight is on your shoulders. The corporate tent rentals Rockland NY, just like you, are preparing all their resources and team members in order to address all the needs of their clients. So being a party planner with all these planning tips, you will surely bring out the best corporate holiday party the entire company will never forget.

Event Rentals: Hosting A Corporate Event

Planning an event or any kind of party is not simple. So much more if you are to organize a corporate party event. This is far different from the usual party and event that you have hosted. This time it involves probably your office mates, business partners, executives and perhaps the CEO and owner of the company. Regardless whether you are internally involved in the business or you are hired to organize the event for them there are still points to consider in order for you to nail that corporate event project you are given. You can start with event rentals until you completely covered everything that is on your list.

Plan it Ahead of Time

Starting early in the planning and conceptualizing an event will present you with a lot of benefits especially when it comes to time. Giving enough room for preparation means you do not need to rush things. Waiting time is invested in this, especially for confirmation and responses from your suppliers and guests. There will be a lot of coordination, meetings and site visits to attend to, therefore allotting plenty of time is very crucial.

Create a checklist

Making a list is what will make your task easier. When planning a corporate event it is very important to break down the top and the least priority. It will also serve as a guide to what you have already accomplished and the remaining things that need to be settled. Try this list:

  • Important but not needed immediately
  • Needed immediately, but not important
  • Immediately needed and important
  • Not so important neither needed

Form a team

If this is your first time to coordinate an event and the company do not have an event planning team yet, this is your chance to form one. By choosing people with special skills from different department there will be a lot of weight lifted off your shoulders. You can divide the tasks from the budget allocation to invitation and maintenance. With a lot of hands and minds working on your project, everything will be executed properly.

Budget Allocation

Once you already have the budget, consider what is most important on your list, of the company, and of the expected guests. It is also best to save some amount in case an unexpected expense happens.

Choose a Date

In picking a date of the event determine whether it will be held on a weekday or weekend. Is it a seasonal party? Is there any special occasion that can be significant to the event? Or you can run a survey which the entire company can choose what date they prefer to have the event. Once everyone has come up to a unanimous decision, block the date.

Scout for a Venue

Important points to consider in picking a venue:

  • Capacity
  • Location
  • Facilities and amenities
  • Event package (if any)
  • Flexibility
  • Appearance or elegance of the place

Theme

Here are some of the most popular and common corporate event’s theme.

  • Seminar or conference
  • Tradeshow
  • Benefit concert or show
  • A Company retreat
  • Golf tournament
  • Recognition event
  • Company anniversary or milestone
  • Team Building
  • Product Launch
  • Board meeting and Stockholders meeting

By determining the theme you can easily decide what the appropriate decoration would be in the venue and all the things that are necessary.

Catering service

The life of every party and event is the food. Scout a trusted and reputable catering service company that can supply what your event needs. Discuss with them the menu and drinks that are appropriate for the event. Remember, your guests will appreciate the party if they are satisfied with the food.

Entertainment

Does your event need a host? Is there a specific program to be followed? Do you prefer a live band, a DJ or just a basic music playlist? All these will depend on the theme that your company will be having. Still, go with the quality of the entertainment so your event will be lively and hype.

If you think you’ve got everything covered, then all you have to do it manage the event well. You can also coordinate with corporate tent rentals Rockland NY in cases you wanted to hold the event outdoors. Hence, make sure that you will also enjoy the party that you have organized from scratch. At least next time, you already know where to start and how to nail it.