Have you been assigned to organise your companies  party?

Last year, we had to organise a companies birthday party and believe me it was really a HUGE responsibility.  It was very challenging because it was a milestone for the company since they were celebrating their 20th year.  How did it go?  Well, everything went well and I got complements both from the CEO and the guests.  However, I could have afforded myself a few more hours of sleep at that time.

So this article is for those people who were faced with the task of throwing their company’s anniversary party.  Let us divide the section into two main stages: 1) Preparation Stage and 2) On the Day of the Event.

Preparation Stage

The success of an anniversary party is anchored on the leader’s ability to organise and plan ahead.  I don’t believe in what other people say that you will spoil the fun if you will plan everything.  On the contrary, I guess if you are the organiser you should foresee how your guests will react to your programs so you can adjust accordingly.  Poor planning in a company party will lead to a disaster and will have a negative impact on the budget and even worse the company brand.

Budget

In an anniversary party, it is not enough to just organise a perfectly fun and meaningful event but the cost should also be considered.  Corporations operate for financial reasons.  So it follows that hard earned money should not be lavishly spend.  When organising the party, the chairperson should see to it to make a budget and more importantly have the budget approved!

In making the budget of the anniversary par during the planning stage, allot estimates to all the things that you will spend on.  It doesn’t have to be very detailed but should be realistic.  Always allot at least 10% contingency fund when coming up with your budget.

Committee Members

Being the party planner, it should be clear in the beginning who will be the members of the anniversary party committee if there is a committee involved in the planning so you will know how to divide the tasks.  It would be useful to come up with a list of tasks for each committee so the committee member knows what are expected from the.  At the start of the anniversary party meetings, communicate the roles and expectations to each of the members and get their commitment.

Check-list

The check list should be composed of the tasks to done, the calendar of activities where each deliverable is listed and the person in-charge so you can monitor that all the preparations for the party are being done as planned.  This check list should be discussed to all anniversary party committee members on update meetings.  As a chairperson, it is your responsibility to ensure that everyone complies with the agreed deadlines.

Theme and other Marketing Materials

At the start of the party meeting, agree with the other committee members what would be the overall theme of the party so it can be communicated to the company.   Teasers should be regularly sent to employees so that the excitement for the event will be build up.  You may also opt to come up with other gimmicks such as a countdown for the event wherein you will have small activities that culminates on the anniversary party date.
Presentations and banners should be prepared ahead of time because these are time-consuming and has high exposure.

Venue

The venue of the event will depend on the selected theme for the anniversary party.   Go for venues where the staff members are easy to deal with because it will give you a lot of headache if you go to venues that put s a lot of restrictions on how you will conduct the anniversary party.  
The venue of the anniversary party should be reserved immediately as venues, especially the good ones, can be easily occupied even if the event is still far.

On the Day of the Event

On the day of the event, make sure that you check the details way ahead of time; say around 4-5 hours so you can be assured of  everything is working well.
Be always at the look-out for problems that may arise.

But on top of it all, ENJOY!

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