Product category:
Corporate entertaining
News Release from: Mirage Events | Subject: corporate parties
Edited by the Marketingservicestalk Editorial
Team on 06 February 2008
Planning the perfect corporate party
Mirage offers simple tips on how to motivate, reward and recognise your employees through creative, fun and well-executed social events.
The last thing on people's minds is Christmas 2008, but for those who are responsible for the Christmas party it should be one of this year's first priorities Indeed, many wise planners will have already booked their venue, briefed their production agency and started the ball rolling
This article was originally published on Marketingservicestalk on 13 Apr 2007 at 8.00am (UK)
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That way they know they can secure the best options, prevent compromise and avoid extra work.
The need to plan ahead is also true for other celebrations throughout the year, particularly if guest numbers are high and specific dates required.
However, getting the right venue is only one part of the equation and in this white paper we look at simple ways to make your celebration a night to remember whether it's a Christmas party, summer ball, corporate anniversary or another occasion.
Further reading
Pharmaceutical firm enjoys team-building event
Mirage Events developed "The Great Smoothie Challenge", a fun, dynamic and unique activity day, as part of a two-day sales conference for a leading pharmaceutical company.
Why the recce is essential for successful events
A site inspection, site visit, reconnaissance trip or recce is key to the smooth logistics of an event, argues event specialist Mirage in this white paper.
Why theming an event pays diverse dividends
A good theme for an event can bring a brand to life, reinforce messages, set the mood and provide a fun backdrop, but don't let the theme overpower an event, argues Mirage Events.
One of the most important factors, as with any event, is setting clear objectives.
We've all seen briefs that simply ask for a party which has "wow factor" and quite clearly state there is no business objective - it's purely "fun".
But obviously there are objectives and to deny this is to miss an opportunity.
It also makes it harder to justify a sensible budget if the event is not measured against business criteria.
So step one, as with any corporate event, is to define why you are doing the event, who for, when and what you plan to achieve.
It is then easier to fill in the "how".
Common communication objectives include: reward and retain employees; attract new employees; provide an opportunity for employees to bond, socialise and network; position the company as a fun, caring and successful employer.
Show these business objectives to those holding the budget strings and it is much easier to justify a decent budget than when simply requesting funds for a staff party.
It may also be appropriate and financially effective to combine the party with a business event such as a kick-off, end of year conference, anniversary or a company strategy meeting.
It is important to decide who should come and this is often dependent on budget.
Will it purely be employees or employees and partners? If partners, will they be paid for or are you asking for a contribution? Will travel and accommodation be included? These can be sticky points and there are no hard and fast rules.
The pros and cons need to be carefully weighed and the decision clearly communicated your employees, particularly if it means a departure from the norm.
Having decided on a guest policy you can then define the audience for the event by gender split, age, personality and geographic location.
It is not possible to suit everyone but by aiming your event at the majority and providing suitable alternatives for the others you can get close.
By now you will have a good idea of why you are doing the event and what you plan to achieve, where it should take place, budget, optimum dates, guest numbers, who you are inviting and what will appeal to them.
You should also know whether the celebration should be managed in-house, through an agency, or a combination.
In deciding this consider the complexity of the event, the logistics, how much resource you can spare and whether your company has the necessary creative, technical and production expertise.
While many companies have the resources to successfully manage their parties in-house most benefit from working with a production company.
What services should you demand from an agency? Firstly a good agency will question your brief; they will work with you to ensure each element has been thought through, is workable and will advise on possible enhancements.
They will then come back with a proposal covering everything from logistics to loo rolls.
Services should include: venue selection and management; accommodation; transport; invitations; guest management; security; health and safety; entertainment; technical; creative; theming; catering budget management; insurance; measurement; and feedback.
By bringing in expert help from the start you can save much wasted time and money.
You can also be more adventurous and demand a "party with a difference" secure in the knowledge that the agency will deliver your event on time and to budget.
Producing a well-planned party that is different, appeals to a variety of tastes and has "wow" factor can be a challenge but a few simple ideas can be employed: choose a totally different style of venue, for example does your company have sufficient grounds for an interesting structure or is there a venue nearby where you could erect one? Mirage produces events themed around Belgian mirror tents, Indian wedding marquees, tipis, yurts and other structures, all of which lend themselves to a variety of fantastic themes - summer or winter.
We can also turn the most uninspiring buildings into themed extravaganzas - ice caves, Chinatown, dockland warehouses, Moulin Rouge, Mad Max, Spanish Fiestas, Bollywood - the choices are endless.
Consider how the entertainment flows.
Guests should be captivated from the moment the experience starts.
This could be from when they arrive at the hotel (if accommodation is included) to when they get on their coach (if transport is provided) to when they first arrive at the venue.
Mirage plans entertainment that continues to unfold throughout the event to entertain, surprise and engage all.
Make the catering an integral part of the experience.
Too often the food interrupts the party rather than enhances it.
If you've always had silver service consider a more informal set-up.
This obviously depends on the guest profile but Mirage has found that when asked, many guests prefer a more relaxed atmosphere.
Interesting food, differently served, providing it appeals to all tastes, is a talking point in itself.
Carefully manage drinks.
Whereas guests expect the alcohol to flow freely it doesn't do anyone any favours if the drinks are too strong so consider a themed cocktail instead of spirits.
Drinks can eat up your budget, particularly if guests are encouraged to help themselves and then leave half full glasses and bottles around.
Equally, there is nothing worse than spending hours queuing at the bar.
It is a question of careful planning and good logistics which your agency can manage for you.
Ask your guests to dress up or provide a few simple props to get them in character with the theme.
Even those who don't usually enjoy fancy dress will soon relax if everyone else is donning feather boas or masks.
Others will be more daring and relish getting into character.
Again, it is down to knowing the profile of your guests and being a bit adventurous.
To create an unforgettable party atmosphere a good theme can go a long way.
It will provide a hook for everything from the invitations to the choice of venue, how it is dressed, the style of entertainment, food and drinks.
Inspiration can come from a number of sources including anniversary dates, colours, existing corporate themes, geographic locations, the venues, structures, topical films, shows, personalities or world events.
Even if you are producing the event in-house, it is worth investing in a creative professional to propose and develop ideas and clearly illustrate how they would be implemented.
Choose dates carefully and communicate them as soon as possible.
It is inconsiderate to send out late invitations and frustrating for the guests.
Finally, as with all events it is the small details that can make or break a party so ensure your production process covers all eventualities or hire a company to do so on your behalf.
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