So You've Been Asked To Do The Company Event
By Susan Dunn, Thu Dec 8th
So you've been asked to do the company event, and here you arewithout a degree in Event Planning. There is one, BTW, withInternet courses even: http://www.ises.com/.
Anyway, it happens, and even if you thought it would be fun,when faced with the task, it can be daunting. You are about tobecome the conductor of a large orchestra. Here are some ideasfrom my years as an event planner.
FIRST THINGS FIRST
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Find out your budget. If they didn't think about that - themoney, you know - you'll have to jump ahead and make your planso you can provide a realistic request for money.
With or without a large budget, you can do a great event. Moreon this later.
If there's a history, get your predecessor's file.
THE NETWORK
If you're in a loop, in other words if you get out, go toparties, trade shows, luncheons, anniversary banquets, andcharity balls, you have enough information. It's just a matterof connecting the names, and your gut instincts will tell youwhere the yentas are that can provide this.
Failing that, book your event in a reputable hotel and get withtheir Catering Coordinator. She'll have a full rolodex of greatleads for you!
Other sources for information are any good PR firm, or the'designer' florist or stationer in your town. These people areoften event-planners in disguise.
THE ELEMENTS
These are the basic elements to an event:
·Food ·Liquor ·Master of ceremonies ·Speaker ·Entertainment·Program ·Photography ·Invitations ·Decorations ·Door prizes Andyou may need seating chart and table markers, and in some casesinsurance and a Health Dept. permit.
PRELIMS
In the meantime, get out and look around. Do a quick Internetsearch and check out websites like: http://www.specialevents.com and http://www.event-solutions.com.
EXPERIENCE? VOLUNTEER
Churches and non-profits offer a plethora of opportunities forpractice. That's how I got started - working with the pros. Theyweren't being paid, but if you're putting on a Charity Ball for1,000 people that brings in $100,000, you're a PRO.
I went and hung out. Got on a committee, then headed a committeeand worked my way up. The Mavens were grateful for help, and,like anyone else with serious responsibility, they parceled outprojects to me as my abilities warranted. A true apprenticeship.
Keep your eyes and ears open, and you'll learn the politicalside of it, which is tricky. You'll also learn the things youreally need to know, like for heaven's sake don't ever be theone who manages the seating chart the night of the event. It'shideous! Assign someone who's firm but pleasant, or just naïveenough to agree.
TACT
Of course everything you do, you do with tact, and
you've workedto develop your emotional intelligence competencies, which isgood, because you're going to need them.
How so? Because this can be the original "Little Red Hen" thing.Everyone has an idea, and wants this and that, and no one wantsto do the work. I remember the CEO who called me in a weekbefore an event to announce there had to be one of those bigcakes with all the candles brought in. Hmmm.
ASSIGN & DELEGATE
Delegate any task you can. For an idea of how to organize this,take a look at a program from a big event, or those ball flyers.They'll list all the committee chairs. SAVING MONEY
There are many ways you can get things for little or no money.Entertainment, for instance. If you look around town, you'llfind groups who perform for the love of it, and they can bequite good.
Remember that children always "work." They can be as bad as bad,and that much more adorable. I had a group of kids perform free)when I did a New Orleans Jazz Brunch. I had a professional jazzband lead in with "When the Saints Go Marching In" and thechildren, dressed in costumes, ran around throwingcoins, confetti, and streamers.
Throwing confetti? I had a hotel Event Coordinator agree to letus bring in men on motorcycles if we agreed to clean up any oilspills.
You truly never know!
There's also a serious Boys' Choir in S.A. I've used, and theywere worth what they charged. Stay away from amateur comedians.Bad humor is irretrievable and so is your reputation. EXPECT THEWORST
Because it will happen. I've had every volunteer fail at somepoint - no decorations, no program ... You just have to learnhow to cope. If decorations person f ails, buy a pretty floralarrangement for each table. If there's no money, buy that crepeypaper and "wrap" each table like a gift.
HAVE A TRANQUIL FRIEND
Your nerves may be a bit on edge. I remember the maitre d' whosaw me about to decompensate at set-up time, who took me in hisarms and said, "Let's dance," and waltzed me around the mess inthe ballroom that was bad and getting worse.
I remember the chef who told me at set-up time that he couldn'tpossibly serve this in less than 3 hours, "Surely you jest."Lucha was there. She went into the kitchen with him and cameback 30 minutes later saying brunch would be served in 50minutes. KNOW YOUR CEO
Some need to be briefed on how to run the show; some don't.SPEAKERS?
Ready sources for speakers are ministers, community leaders,university professors, and professional speakers. And hey, askthe mayor. You never know!
DONATIONS
Getting door prizes is easy. Send out form letters or make phonecalls to business owners telling them they'll get promotion inthe program. Restaurants will kick in dinners, airlines willgive tickets, hotels will give golf packages. These places havebudgets for this kind of thing. They'll also foot printing costs.
PROCESS
Process after the event and keep things in a file. You'll wantto remember what worked and what didn't.
About the author:Susan Dunn is a personal and professional development coach whohelps clients discover their strengths and live authentically.Visit her on the web at www.susandunn.cc andmailto:sdunn@susandunn.cc for FREE strengths course, put"strengths" for ezine.
