10/ 08/ 2008
by Kelle Campbell
The weather is cooling off and December is just around the corner—and you know what that means: It’s time to start planning an end-of-the-year party for your employees. Whether you are planning an office pizza party or a companywide annual event, there are certain factors that should be kept in mind as you start planning.
Budget
Sherri Fox, founder and CEO of Party411, an event planning service in Cleveland, Ohio, has found that budgets are usually the biggest problem. "Most in-house planners do not realize how much things cost," she explained. "Coat racks, having enough food, parking, [gratuities, and] audio-visual and electrical needs are items that get left out."
Yamisi Daniels of InTouch Virtual Assistance, which has organized events throughout the Baltimore metropolitan area and the District of Columbia, recommends starting the process with a list. "That's also the key to not overlooking little things," she said. Your budget and list will likely include the following categories:
- Site rental
- Decor
- Catering
- Entertainment and equipment
- Invitations and event print materials
- Transportation
- Extra staff (security, porters, etc.)
- Activities
- Gifts/prizes
- Publicity/press materials
- Miscellaneous expenses
- Contingency fund (financial cushion in event of emergencies)
Theme
A theme can help predetermine decorations, invitations and entertainment. For example, when Party 411 did a kickoff event for the Auto Workers, the event was held in a stadium and the invitation depicted a car driving through goal posts with the organization logo as the hood ornament. They also mixed the themes of football and cars with the title "Race to the Goal," which was used throughout the venue.
However, Daniels warns that getting caught up in picking a theme can sometimes hinder planning. If you are stuck, try going with the theme of "no theme at all" (that is, making everything from the décor to invitations different).
Locations and reservations
The amount of advance time needed when reserving a venue depends on the type of the event and the popularity of the locale. Both Fox and Daniels agree that a well-known or special location may need to be reserved a year or two in advance, particularly if the event is elaborate or is being held during a popular time of year or day/night of the week.
Since some guests will arrive early, Daniels suggests tacking on an extra hour to the reservation time. For example, if your event runs from 6-10 p.m., extending the beginning time to 5 p.m. provides a social hour that helps cut down on chatter during the actual event, which is especially important if you'll be having a speaker.
Invitations and guest limits
When you order custom invitations or opt for ready-made ones, always check the names and general wording that you'll have printed on them in order to avoid grammatical errors. Both the draft and the initial finished invitation should be checked. Mailing invitations about a month in advance is usually sufficient, but invitations to all-day or multiple-day events should be sent six months beforehand.
If you are holding an employee roast or retirement party, it is appropriate to limit invitations to employees only, Fox advises. However, if it for a picnic or annual celebration, it's nice to let employees bring family or a guest along.
Food
No matter what the budget, food served at an event should be tasty, of sufficient quantity for the number of guests and the menu should be well balanced. For large- and medium-sized events, ask for recommendations of catering services or commercial facilities, check the references of any that you are considering and notify the one you select of any guests' dietary preferences or restrictions.
Activities and entertainment
Entertainment is a nice but not necessary component. If you are able to afford it, make sure your choices are feasible. "Having a dance band with a speaker and a long program usually doesn't work because by the time the band plays, everyone is leaving," said Fox. She also warned that having a great band/DJ and a lot of other distractions such as caricature artists, airbrush tattoos of the organization logo, virtual reality games, etc., usually causes long lines and an empty dance floor.
Logistics and task assignment
Most experts also recommend keeping a notebook that shows how planning is progressing. Fox advises dividing the notebook by entertainment, caterer, gifts, venue, contracts, A/V, budget, etc., for easy reference.
Using a professional to plan your big events allows all in-house personnel to enjoy the event; Fox’s lists saved time, added creativity, and provided better pricing and access to resources, materials and service personnel. Daniels adds that the right virtual assistant not only can plan the event but also offer administrative or design support as needed. In either case, make sure that you receive a quote as well as an overview of plans for the event so you know what to expect.
