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.
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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