Mid-November... and panic starts to spread through the city – all HR and Event Managers are on the hunt for the 'perfect (read: fresh/original/unconventional/fun) recipe' for the corporate party. During my time organizing New Year's corporate events in IT companies, I've compiled a list of 'bumps' to avoid. Perhaps some of you will find it useful :) So, here it goes:
Venue Selection:
Honestly, we could end our list here. This factor truly determines everything: it sets the atmosphere, ensures attendance, and gets people excited, making them even choose thematic outfits. So, yes, the location is crucial. Here's what you should check before saying 'Yes':
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Ventilation: For a crowd of at least 50 people, it's a must, and it should be good unless you want tired employees complaining about the heat.
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Seating capacity: Yes, it happens that suddenly more people show up than planned, and not all venues can immediately provide extra chairs.
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Security: Maybe it's my weakness, but I feel more secure when there's security personnel at the entrance. New Year's is a time for active celebrations, and sometimes not-so-sober folks may confuse venues. It's not worth wasting your time and nerves on such situations.
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Operating hours: This is usually discussed, but it's better to double-check. Some venues change their rental fees and staff service costs after 10:00 PM. It's not critical, but it's good to be prepared for that.
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Restrooms: Make sure they exist, are accessible from your hall, and their quantity and quality will satisfy your guests.
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Glassware breakage: My favorite item – I always mentally place a bet on how much I'll spend on it this year. Just bring some cash for these unforeseen expenses.
Don't Work with Jerks:
That's the title of a book I've been meaning to read for a while. But right now, it's about people – that's what matters most. The cafe administrator, alcohol supplier, art director of the band, or the host... so many people involved in the process. Prices, quotes, contracts, terms – all are crucial, but if you can't find common ground with someone, no formalities or agreements will help in case of a force majeure, and it's bound to happen ;)
Deadlines:
Always set them. It's like making wishes to the Universe; some may think it's a superstition, but clearly communicated expectations are the first step towards a successful corporate event.
Plan:
It's like deadlines. It's unlikely to be perfect from the first iteration, but it's essential to have it. With many artists/restaurants/hosts, you need to negotiate months before the event. Plus, it's very convenient for creating a to-do list for a week/month and keeping track of everything.
Decision-Making:
In 'my perfect world,' it would be great to sit down with all the key people in the company and discuss what's critically important to each of them. The most optimal scenario is if they all know what they want, can discuss it, and delegate decision-making on these matters. This step saves a lot of time.
And most importantly – enjoy it all! Yes, all that chaos and everything to the fullest. Be ready for anything ;)
