Pulling Off The Perfect Function: Our Comprehensive Guide For Businesses
There are many elements to consider when planning a corporate function or awards night. These elements have to all fit together like a puzzle for the event to run smoothly and with so many options, the whole thing can feel overwhelming. It's also easy to miss a component in the planning stages, which can be devastating to your budget. So to help you pull together the perfect corporate event, we've put together this handy list of things to consider. Whether you're planning a gala, awards night, work Christmas party, team day, office dinner, end of year party or corporate function, we can help you get organised.
Things to consider when planning a corporate function.
1. Brainstorm
Have a brainstorm session with several people if you can, and write down all of your options for each of the event planning elements below. Once you've had a brainstorm with your colleagues over a coffee, start conducting some thorough research on prices for the main elements (catering, venue, music). You probably have a budget you're working to, and sometimes it helps to put together 2-3 event options for each of the event's components with low, mid and high price points.
Tip – Identify the elements that you need for your event and those which you would like but can be compromised where required ie due to budget restraints.
2. Theme
Picking a theme (even if it's a mood or a colour) helps to keep the various elements of your event cohesive. You don't need to share this theme with your guests if you don't want to, and it can be very subtle, but having a theme will help bring the evening together and help you avoid style or colour clashes.
3. Venue
Consider your requirements/needs when looking for a venue. Ask yourself the following:
- Do I need space for a stage?
- Do I need access to a smoking area?
- Is there a kitchen or will food need to be prepared beforehand by the caterers and brought in?
- What capacity do I need? There is a big difference between a room for 50 and a room for 250!
It is also vital to ask venues what their fees include - sound, visuals (projector), a stage, podium and stage lighting/spotlight, catering equipment, seating and table arrangements - you might need to arrange these separately if they don't come with the venue hire (and this adds large and unexpected costs to your event budget). There are 20 Millennium, Copthorne and Kingsgate hotels around New Zealand that our members enjoy discounts with.
Tip - If you choose your venue wisely you can cut costs in areas like decorations. Venues that already have a theme or something for guests to look at are a great idea as a bit of clever lighting is usually all you need. Examples include aeroplane hangars, aquariums, museums, galleries and churches.
4. Catering
Do you want a self-serve buffet? Canapes? Street-food style stalls? A la carte? Plates in the middle for sharing? There are plenty of options, and the right one for you depends on the formality of your event, and what your objectives are. Be prepared to pay most corporate catering companies anywhere between $8,000-$25,000 to feed 150 people. Also consider your guests' dietary requirements, and ensure you request this information from your guests before finalising your event's catering – a little planning can go a long way!
For small-medium corporate functions n3 members can use their discount to get baked goods through Goodman Fielder.
5. Alcohol
Will you provide soft and hard spirits (you're brave!), or just beer and wine? Do you want to provide a certain amount of complimentary alcohol then make guest pay for drinks in excess of this (for example you could provide 3 bottles of wine per table)? Don't forget to provide a selection of juice or soft drinks as well. Most catering companies or venues can provide alcohol, and it's usually the best option to go through them as there are certain licences that you may need to arrange if you don't. Many standard liquor licences finish at midnight - so if you plan on partying into the small hours make sure you make arrangements for an extended licence.
n3 members can purchase alcohol with an average discount of 5% through our supplier Liquor King.
6. Speaker
The speaker or MC will set the tone of your event. Do you want a speaker who is funny, casual and puts the crowd at ease? Or is it more important to have an industry expert or influencer? Many celebrities are available for event bookings through their agency, the real challenge is finding a speaker that everyone agrees on. The right speaker can absolutely make your night, and a couple of well-placed jokes can't go wrong. Throw in an ice breaker or two to set the tone and your guests will feel at ease.
7. Speeches
Do you want to give your speaker a brief and let them write their own speech? It's a potentially risky move, but letting your speaker use their own words will certainly translate on the night as the speech will feel more natural. If you don't feel comfortable letting someone else represent your brand/company without some guidance, you can write the speech for them. If you're having a professional write speeches, don't forget to budget for this. You'll also want to consider a teleprompter and if you're encouraging input from the crowd you'll need a roaming mic.
8. Decorations
Easily forgotten, the cost of decorations can add up quickly but they're important in creating the right mood and preventing the room from looking empty or sterile. Ideas include using flower/fern arrangements on tables, hanging them from a feature light/the ceiling, using them as edging around the stage or to frame the entrance of your venue. Candles are also a great way to set the mood and create an intimate experience for your guests, but you'll need to have extra safety measures in place in case of a fire. If your event is a conference, decorations may not be relevant but providing items your guests would use on the day such as pads, pens and water can go a long way.
9. Graphic Design, Print and Postage
A month or two out from the event you'll want to send invitations. The cost of having invitations made varies greatly depending on the graphic designer, paper quality and special touches like embossing or foiling. You can spend as much or as little as you like, but make sure you give your graphic designer a clear brief as it's easy to blow a budget on invites! Don't forget to account for the cost of posting the invitations and any 'Thank you' letters after the event. You may also want to discuss name tags, seating boards, placeholders, agendas and menus with your designer, depending on your event. n3 offer discounts on postage through New Zealand Couriers and New Zealand Mail as well as SMP Solutions who provide excellent graphic design and print services on any scale.
10. Music/Band
The music you choose will also set the tone of your event. Is the crowd going to respond better to a DJ, or to a band? Is this musical piece an act in itself or simply there to support the event's objectives (ie presentation of awards). Having a DJ doesn't have to mean that your event is going to become a night club. Make sure your DJ knows how to read a crowd, understands exactly what you want him to achieve (do you want ambient music, or do you want him to get the crowd dancing on tables?), and is clear on what kind of music is acceptable. A live band, while costly, can add another dimension to your event and can be more engaging with more novelty factor to guests than recorded music.
11. Lighting & AV
Lighting plays a key role in setting the mood for your event, so you'll want to make sure the lighting team are aware of your theme and colours. Uplights are a great way to add touches of colour and moodiness. You may need to organise a projector, teleprompter, mic stand, roaming mic and the presentation itself, so allow plenty of time for organising all the above. Ask your AV guy how he handles technical glitches or failures, as technology always fails at some point and it's best to hire someone who brings back up options for when these things happen.
12. Transportation
Transportation is one of most underrated considerations of event planning. Do you need to arrange parking or transport for your guests? Ensure you know the needs of your guests and add this consideration in when choosing your venue. Is your venue easily accessible by public transport or if there is parking nearby, will it cost guest to park there? Is this an evening event where guests may be consuming alcoholic beverages? It is important to communicate the transport options to your guests so they can make informed decisions regarding their transport for the event. As a point of difference and nice gesture, you can arrange transport for your guests - one less hassle for them and allows guests to enjoy the event at ease.
13. Photographer
There are many skilled and experienced photographers that do a wonderful job of photographing guests at events. Do you require a formal photo set up or want a social photographer on the evening? Rates vary but at around $400 for an hour many people turn to cheaper alternatives. Photo booths are an alternative and cheap option, with most providing an array of accessories - a great way to introduce a fun, silly element to the event. Photobooths often gather a crowd and draw fun attention. It's not unusual to see a line of people waiting their turn. Most photo booth companies will also print off copies of the photos on the spot, which means that guests can take their photos home with them as a memento.
If you do decide to go for a traditional photographer you should think about whether you want to have him/her wandering around the venue taking photos of unsuspecting guests, or have a posed photo set up. You might even like to set up a back drop and let the guests come to your photographer.
14. Dancing
Do you anticipate that your guests will dance? If so you may need to hire a dancefloor and make sure it's the right size to accommodate the guests. Many venues can provide a dance floor for you at an extra cost.
15. Security
Depending on your type of venue and the exclusivity of your event, it might be a good idea to hire security/doormen. Some venue hire costs include a doorman, and they are great to have as they'll make sure only those with invites have access to your event. You may like to have a registration desk and name tags for your attendees if you're holding a conference, or you may prefer a simple list of names at the door – it really depends on your event.
16. Wait staff
Make sure you ask each venue and catering company whether or not their fees include wait staff. Most of the time the wait staff will be included, but occasionally they aren't which means you'll need to budget for them.
17. The run sheet
Email the run sheet to all parties involved in the week before the event. You'll want ensure that everyone working at the event on the night is aware of the order of events, and knows their role in the big picture. If the budget allows, it's good to have one person in charge of making everything run smoothly on the night, like an event manager.
18. Certificates and Awards
There may not be a need for certificates or awards at your event, but where it's possible to include them, awards are a great way to add an element of excitement and comradery. Brief the speakers on what to do if there are any absent winners.
19. Settling the bill
Many of the above components of your evening will be settled before the day of the event, but some things, like alcohol may be settled at the end of the night. If this is the case, make sure that someone from your workplace stays at the venue to settle any outstanding bills!
With so many elements to consider, organise, and pay for it can be hard to keep track of all the components of your event. We've created a simple check list and budgeting sheet to help you stay organised - you can download it below. We would also recommend keeping an excel sheet of contact details and quoted prices for each element of your function or event. Hopefully we've helped you with your planning process!
If all of this sounds overwhelming, don't worry - there are companies like Gilpin Travel who are able to manage events end-to-end. It's a lot for one person to take on and there's no shame in letting the professionals make the arrangements for you.
Did you find this article useful? Share it with a friend or colleague below:
Leave a comment