Planning a company event or company outing: this is how the organization works

  

Corporate events offer some chances and opportunities for employees to get to know each other better. They can present themselves as people outside of the work routine. Anyone who is responsible for planning a company party, event or company outing faces a number of challenges. In advance it is important to plan the event precisely, estimate the costs and choose the right venue.

Considerations and preparations in advance

First, those responsible should keep the goal of the event in mind. For example, it can be a celebration or an excursion. Basically, planning a company event is similar in structure and effort to planning a private birthday party or a private vacation. Those responsible calculate what budget they want to spend, when everyone involved has time and what they want to do at the event. However, the organizational effort can be higher depending on the size of the company and the number of employees.

Also includes interns and working students in employee parties or company outings as a token of appreciation.

So that the list of preliminary considerations does not get too long, those responsible should focus on the most important topics. It is advisable to first clarify which parties are taking on which tasks. The organizational challenge should be spread across several shoulders. On the one hand, this relieves the burden on the individual and, on the other hand, promotes teamwork. It can be useful for communication in the company and the working atmosphere to organize something together outside of the regular work routine.

Organization of the invitations

The invitation management begins with the preliminary considerations about who should appear at the company event or the company outing. It goes without saying that permanent employees are included. However, those responsible are often unsure whether part-time employees or interns will also be invited. The question also arises as to whether people who are not directly related to the company should appear at the event. This includes the caretaker of the company building or freelancers who are currently working as contractors for the company. Working students or mini-jobbers in particular often take on tasks that are comparable to those of permanent employees, even if their employment contract is different. It makes sense to involve them in the interests of the working atmosphere. This avoids resentment and loss of motivation through possible exclusion from the celebration.

However, the number of participants remains a question of budget. Timely start of the organizational measures is also necessary with regard to cost planning. At least two months in advance of the event are suitable as a guide. The design and dispatch of the invitations, the waiting for the acceptance or rejection and the answering of queries all take time. If you start the preparation in good time, you avoid the risk of important employees having to cancel. Sufficient time in advance gives the employees enough opportunities to plan and prepare for the event.

Event time

Determining a specific time for the company event or company outing can be a challenge, especially with many invited guests. The date is to be chosen so that the largest possible number of members have time and can come. It is therefore not advisable to move the event to the holiday season. This also applies to school holidays. This is the period when people would love to spend time with their families and children. Some of the employees will also travel during the holiday season, especially if they have families and children.

Furthermore, when choosing the time of the event, it must be taken into account that there are no overlaps with other important dates in the company calendar. This includes meetings, trade fair appearances and press appointments. Taking these events into account increases the chances that as many people as possible can come.

Venue

Choosing the right location is just as relevant as the date itself . First of all, it is important that this is easily accessible for everyone involved. Those responsible should therefore make sure that the venue is not too far away and is well developed. Since not all employees have to have a car, the location should also be easily accessible by public transport. Sufficient parking space should also be available for those arriving by car.

It is particularly important that all those invited can find the venue without any problems. For this purpose, it makes sense to draw up a timetable or arrival plan. This provides information on how to get here by car and public transport. It is advisable to attach the travel plan directly to the invitation. In this context, too, it is worth sending the invitations early.

Size and equipment of the location

Another aspect of the decision is the size of the location. Depending on the number of invited employees, the location should not be too big, but in no case too small. In a space that is too small, attendees can feel cramped, while a venue that is too large gives the impression that the company event is poorly attended.

The location for the company event does not necessarily have to be outside. If they are suitable, the company's premises can also be used for such events. If, for example, it is a summer party in good weather, existing open spaces can also be used. Finally, when choosing the location, the question of the equipment arises. This includes tables and chairs, lighting, music, entertainment and decorations. Here it is advisable to consider in advance what type of equipment is required. If the location provides all of this, there are no costs to book these amenities separately.

Company outings and team building

A company outing is a special form of company event. The first thing that should be in the foreground is what type of company outing is planned. This can be used for further training or team building, for example. The focus may also be on simply getting to know each other or relaxing together. During an excursion, numerous personalities come together with different character traits, strengths and weaknesses. The length of the company outing is also decisive. Experience has shown that it can take some time for the individual participants to become a well-coordinated team based on trust and team spirit.

A team building company outing is particularly promising if one or more new employees come to the company. The excursion supports those involved in the re-discovery phase and helps to harmonize the individual strengths of the team member

 Courtesy: Corporate Event Venue in Lahore

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