How to Plan a Corporate Party in 10 Simple Steps

Organising corporate events can be a time-consuming and occasionally stressful process. But the good news is that with the right planning and organisational skills, it doesn't need to be. Follow these straightforward steps to plan a successful corporate party.

1. It's important to think about why you're hosting the party and what your objectives are for doing so. This information will help you to determine the tone you want for the event as well as any specific themes that might be suitable. Remember, just because it's a corporate party doesn't mean it needs to be formal. If you want to give your guests a memorable experience, 'fun' will need to play a big part in the event.

2. Choosing the date for your party should come next. It's important to do your homework around what else is taking place that day before making your choice, as you don't want to send out invites only to then find it's the night of a big football match for the local team. While making a decision is important, a willingness to be flexible could serve you well.

3. Once you know what the event is for and the date, the next decision you'll need to make is regarding the budget. It's easy for costs to escalate during the planning process, so it's important you have a clear idea of costs in mind before you begin.

4. Your next step is to decide who you wish to invite. The number of people will be a crucial factor to consider - as the more people who attend, the more expensive it will be - so focus on planning your corporate party around the people you definitely want to invite and building up your list from there. Add all the names of your intended guest list to a spreadsheet that can be updated later on.

5. You now need to think about where you want the party to be held. The first element of this is about location, such as which town or city you would like the event to take place in. This may be determined by where your company is based or where most of your guests will be travelling from.

6. The second stage to choosing where to hold the party is the venue itself. Choosing party venues is a very subjective decision, based on what you like and what you think your guests will like. You may want to give some thought to what food can be provided by the party venues you are looking at, as well as the capacity and atmosphere.

7. Once you've found somewhere you like, checking availability and costs will be your next task. It's important that the venue fits within your budget and has enough room to accommodate your corporate party guests. If not, you'll need to look at alternative party venues.

8. However, if all boxes are ticked, confirm the booking and send out invites. It's important you choose the most appropriate method of communicating the details of the event to your guests, as this will be the strongest approach for getting responses.

9. Depending on the nature of the corporate party and where it is being held, you may wish to arrange 'carriages' to help people get home at the end of the event.

10. All you need to do now is monitor responses and update the spreadsheet. If you're not getting the number of responses you want, you may need to resend the invite or find an alternative method of sending it out. Equally, if you fear there are too many or too few guests agreeing to attend, you may need to rethink the venue or the date.

Accredited Hospitality Schools Teach Four Important Planning Stages

Accredited hospitality schools teach students in event management four main components in addition to industry statistics and trends. Students learn planning, execution, coordination and then controlling the event. All four levels of learning are essential in event management, no matter the type of event planned.

Planning

This is the most important stage of event management. Planning is not just the date and the time. Every single detail is addressed even though the details will change from one event to another. Event managers plan weddings, parties, fundraisers, fairs, seminars and any other small or large gathering that requires professional assistance. Just these examples alone reveal the different aspects of planning for each event. Most of these events take into account food, refreshment, entertainment, speakers, finding the proper venue and making sure that each detail is in line with the policies held by each place. For example, if a host wants to serve alcohol, it is the job of the event planner to make sure it is legal to do so in the venue, get the proper documentation and perhaps hiring someone to prevent underage drinking.

Execution

Obviously this is the culmination of all the planning efforts and details converging into the event day. Planners and managers must make sure that all of the plans run smoothly and that everyone is happy that attends especially the person or group that is hosting the event. They must ensure that all aspects of the party are in place, from the food to the entertainment to the main event and as the event goes on, be ready to smoothly segue into the next part of the event. If the planning was good, then this should be easier.

Coordination and Control

These last two parts are where the leadership qualities of the manager need to shine through. They must be able to juggle multiple tasks at once. They also must be able to handle the vendors at the event, the guests, the hosts and all manner of people in between. If problems arise, they need to handle it coolly and quickly. A good event planner will be able to do all of these things through to the end of the event and even after the cleanup.

Most accredited hospitality schools, whether online or traditional, teach their students all the essentials for these main parts. Additionally, they also provide students with the experience they need either by getting involved with local businesses and charities, or planning and hosting events at their school. Hospitality students can learn the theory as well as anybody, but what sets them apart from others is the experience they need to acquire implementing and executing great events.

How To Choose The Right Caterer For Your Function

Finding a Caterer for any event is an extremely important decision. Corporate, or private, large or small, choosing the right Caterer is imperative. There are many catering companies in the market so you need to do your homework and choose carefully in order to guarantee the success of your event. This article gives you a step-by-step guide to choosing the right Caterer along with a useful checklist.

Preparation

Before seeking a Caterer you need to think about your catering needs and gather together information that a Caterer will need to know:

• What is the time and date of the event?


• Do you have a budget in mind?


• Where is your event being held? (Or do you require a venue?)


• Is there a kitchen at the venue?


• How many guests are you expecting?


• Do any of your guests have special dietary requirements?


• Does your event have a theme?


• Do you desire a particular style of cuisine?


• Do you require decorations, flowers, table settings?


• Do you need to hire equipment? (Tables, chairs, linen, crockery etc)

Once you have answered these questions you will have a good idea of the services you will require. A great Caterer will offer a complete service to save your running around organizing things separately. Having everything organised by one company will help your event run smoothly and cut down your workload.

Research

After you've completed your preparation it's time for some research. First you need to find some catering companies. The best way to do this is to seek recommendations. You can ask friends, family and colleagues. Or use a search engine for a list of professional caterers in the area your event will take place.

Now select a short-list of Caterers according to the needs you identified in your preparation. For example you may have identified that your venue doesn't have a kitchen, or that your guests have particular dietary concerns or that you need to hire equipment.

Once you have a list of a few Caterers contact them with a list of questions to make sure they are reputable and are able to handle your particular requirements.

What to look for

First and foremost, does the Caterer offer a range of menu options including the particular cuisine you are after? Most good Caterers will have detailed menu listings on their website. Failing this, you can contact the company and have this information emailed or faxed to you.

What type of function are you organizing? Is it private or corporate, small or large, casual or formal, inside or outside? Whatever the case, ensure that your chosen Caterer can handle the type of function you are planning.

Make sure the Caterer is available on the day that you desire. (With no weekend or public holiday loading.) Also check that the Caterer has a 24 hour service and is contactable 7 days a week. Many events are held after hours or on weekends so it will be a great disadvantage and frustration if you can't contact your Caterer in the evening or on a Sunday morning when you suddenly think of something you need to discuss! And you certainly don't want to pay more for your catering just because your event isn't in business hours.

Does the Caterer provide their own waiting staff? Are the staff experienced in the style of event you are planning? Will they be professionally attired? Will the staff take care of everything from delivery and preparation to waiting and cleaning up afterwards?

According to the needs that you identified in your preparation, does the Caterer provide the equipment that you require? This may include tables, chairs, linen, crockery, glassware, cutlery or even ovens and a bar serving area. Make sure they are able to provide what you need so that you don't have to do additional running around after event hire. Also ensure that their equipment is new and in excellent condition. You don't want tatty linen and tarnished silverware to take the sparkle out of your event.

Perhaps you require a venue for your event? If so, a Caterer who can source a venue for you will save you time and have an established relationship with the venue. This will streamline the whole catering experience and make your life a lot easier!

If you plan a theme for your event, can the Caterer help you to achieve your desired atmosphere, from cuisine choices to decorations and table settings?

Where will the food be prepared? If your venue doesn't have a kitchen the Caterer will need to prepare and heat it at their premises and then deliver it ready to serve.

Can the Caterer organize beverages? There's a lot involved in the logistics if you need to do this yourself. First you need to physically purchase the drinks and then transport them to your venue. Then you need somewhere to store them and a method of keeping them cool. On the day you will need staff to serve the drinks along with a bar serving area, plus glasses etc. So if the Caterer doesn't handle anything to do with the drinks you've got a lot more tasks to add to your to-do-list.

Is the company an actual Caterer? (Not just a bakery or cafe). There is after all a lot more to catering than simply the food, so you need to select a Caterer who is familiar with all aspects of event catering.

For peace of mind, check that the company is a member of any relevant Catering Associations, or you can also ask for references. A good Caterer should have nothing to hide.

Ensure that the catering company you are considering has an actual premises and isn't just an online middleman. (In the case of the latter, you may have problems with food quality, accountability and find it difficult to contact the company.)

What payment methods does the company accept? Make sure they accept all forms, including credit card, and that there is no additional charge for using a credit. Be very wary of companies that will only accept cash. You have very little bargaining power should things go wrong.

Does the Caterer require a deposit? Almost all will, however the amount will vary considerably. The lower the deposit the better.

What is their cancellation policy? Can you get all your money back should the event be cancelled?

Do they have a postponement policy? Hopefully the Caterer can simply change the date. However some will charge a fee for this.

Here's a quick checklist to help you find the right Caterer:

1. Menu options - Do they have what you are looking for? (Including any special dietary requirements?)


2. Can they cater for your particular function? (Corporate, private etc)


3. Are they available on the day of your planned event?


4. Are they contactable 24/7?


5. Can they provide staff? Are the staff professional and experienced in your style of event?


6. Can they organise equipment hire? Is the equipment in good condition?


7. Can they arrange a venue for you if necessary?


8. If required, can they assist you with theming and decorations?


9. Are they flexible regarding food preparation if you have limited kitchen facilities?


10. Can the Caterer organise beverages?


11. Are they actual Caterers, rather than a bakery or cafe?


12. Are they a member of the Restaurant & Catering association?


13. Ask for references.


14. Does the Caterer have actual premises, not just an online reseller?


15. Do they accept all payment methods including credit?


16. Do they have a credit surcharge?


17. What deposit do they require?


18. What is their cancellation policy?


19. What is their postponement policy?

Get a Quote

Once you've gone through the above checklist and identified a reputable Caterer that can fulfill your requirements, it's time to get into the specifics and get a quote.

Good service Caterers generally have a well designed online form to submit for a quick quote which can make things easier and quicker for you. However you may prefer personal service so it's important that the Caterer you select is easy to contact.

In seeking a quote, it's helpful for the Caterer if you can advise a budget. That way, they can help you to design a menu based around what you can spend, how many guests you are expecting and what other services you require (such as staff and equipment for example.) A good Caterer has a wealth of knowledge and will most likely have some inspired suggestions that may not have occurred to you simply from perusing their menu selections.

Once you settle on the food, staff, equipment, drinks, venue or anything else you require, ask for a detailed quote.

Ensure that the quote covers everything including tax and delivery so that you're not stung with hidden extras once you've committed to the Caterer.

Place your order!

Now you've conducted your initial preparation and research along with obtaining a detailed quote. If you're happy with the price and you've been through everything on the above checklist, it's time to place your order! And you can do so with the confidence of having chosen the right Caterer for the job!

Special Event Corporate Catering

If you live in the Chicago area and have an upcoming special event to plan, like a corporate get-together, you're likely starting to realize that throwing an unforgettable party is no easy task. There is a lot that goes into event planning; from getting an accurate headcount on guests attending to list the food to the decorations, there is a lot of thought and preparation behind hosting a successful event. However, there is one surefire way to make sure that your guests enjoy themselves - the food. Since the cuisine at your event has such a heavy impact on your guest's overall experience, it is essential that you choose the right Chicago catering company.

You need a catering service that understands that corporate catering is an integral part of the business world and knows how to prepare suitable dishes and presentation that is appropriate for the occasion. There are many catering companies in Chicago that specialize in planning professional banquet dinners as well as casual drop off meals. Such catering services are comprised of a team of culinary experts and event planning specialists who have years of experience catering these specific types of events.

Most Chicago catering companies will have a wide selection of menu items that will complement just about any special occasion, be it formal or informal. With corporate events and parties, many people are attending specifically for the food, so it is important that you treat your employees and colleagues to something they feel was worth attending a work function on their free time. Be sure to select a wide variety of foods so that everyone in attendance can find something they like.

You also want to be sure that the staff working your event is reputable and professional. By choosing an experienced Chicago catering company who was referred to you by a friend, family member or online reviews, you will increase the likelihood that your special event will go off without a hitch.

If you are unsure of the theme you want your party to relay, the catering service you choose will be able to make suggestions to you as well as show you examples of previous events they have catered similar to yours. The most important thing of all is early planning. If you allot plenty of time to prepare for your event rather than waiting till the very last minute, you will be able to stress less as the date of your event approaches and enjoy yourself.

Organising a Conference

Organising a conference is a big task. It requires finding a venue, speakers, coordinating the event and then managing it. Conference management requires a lot of organisation and some good contacts.

You may have the skills required for conference management yourself, but if not, there are specialist companies who do.

A budget will need to be set and stuck to and a venue will have to be found. Lots of potential venues will need to be checked out and factors such as venue size, parking and access will have to be considered.

The scope of the conference will need to be established, as well as the format. What topics need to be covered, by whom, and for how long will each section last? What will the order of speakers be and what time should each section start and finish?

Conference planners coordinate event staff hired for the occasion, as well as organising accommodation and transport for speakers. The planner will also organise refreshments, signage, printing and displays. There will be lecterns, microphones and other audiovisual requirements to sort out, and a registration desk with staff manning it on the day.

You may wish to use your branding on the conference literature or maybe create something new for the event. You may also want to create a website or a section of an existing website so that candidates can register and pay online.

Delegate badges are a common requirement. They can be designed with your company logo or the conference logo and then handed out at the registration desk.

An experienced event organiser will supervise every detail of your conference and work closely with you from the initial planning through to on-site management, ensuring your budget is adhered to throughout.

Using an event management company can be beneficial as they will have experience, can save you time and can compliment your existing team.

Whether you decide to organise a conference yourself, or consult or hire an event management company, a conference is certainly a lot of work. Saying that, if it is done properly it can be a huge success

Corporate Events - The Key to Successful Business

In this world of cut-throat competition, employees need more than just holidays. Corporate events such as holiday parties, activity days and picnics not only strengthen your business but also bring in the employee and organization closer. If you run or own a huge commercial establishment or corporate organization then this article will surely help you.

One way by which corporate functions strengthen your company is by helping individual employees and groups become more productive in the workplace. Moreover, these functions increase the communication between all employees.

During these events, an employee can show his skill. Various activities and games are planned during the events. These games and activities help the employers to sharpen their abilities and skills. Few corporate functions motivate employees to learn new skills.

When you are planning corporate functions, it can get stressful while making sure that the details are taken care of. If you want your party or meeting to go as planned, you not only have to find the perfect venue but also find the right food, entertainment, lodging facility for all the guests and of course, transportation facility. One of the best ways to handle this stress is to find an expert who knows everything about corporate functions and events. When you hire a specialist, he helps you in fulfilling all your needs and further adds something extra to your event.

An employee can spend a weekend or a day participating in different activities such as mystery games and treasure hunts. These activities help all employees learn about time management, organization, delegation and more. Other games and activities may help a sales team or an individual employee to sharpen their sales pitches.

This is specifically true if the job description of upper management or corporate executives' is to propose selling and buying deals to other multimillion dollar organizations or companies. These events also promote togetherness within an organization. Employees get an opportunity to know more about their superiors and vice versa.

Such events generally present themselves in the form of different social events that employees team or/and corporate executives attend. Some of these social events include theme parties, dinner theatre presentation or dances. Another corporate function that may interest employees is an award banquet. This event comprises of dinner that takes place in the evening at a restaurant or hall. It is a time of recognition for employees who worked extremely hard beyond their call of duty. For example, awards like employee of the year or employee of the month award are given at a corporate award banquet event.

You can plan these events at any time. Customer corporate events packages are organized and set up where food and wine are served a. Companies that organize perfect corporate functions present themselves in a professional manner. In the end, hosting social events as mentioned above will result in great profits for an organization.

Successful Corporate Catering - A Guide to Event Planning

Most corporate catering planning arrangements are placed on the PA or secretary or similar person and are usually on behalf of the boss or superior within the organisation. The result is meant to impress, be professional and fall within budgetary constraints. If this task falls on you, here are some tips to a successful result.

Plan ahead. Ensure you have all your requirements at hand. Nothing is more frustrating than receiving calls from under-prepared clients. Style, number of people attending, demographic of attendees, time of the event, duration of the event, location, facilities, food and or beverage requirements and last but not least, budget. Each area is discussed below.

Style: Is the event formal or casual? What is the desired outcome? Who are you trying to impress?

Number of people: Often referred to as 'pax', the number of people attending the event is of paramount importance in planning both seating arrangements and catering alike. Have an idea before calling around.

Demographic: Understanding who your guests are will allow for appropriate catering requirements to satisfy a range of tastes and styles. Are the guests mainly men, therefore requiring more substantial food items? Or are they likely to be a greater female demographic who usually prefer smaller, daintier food items? Possibly the attendees are form a particular cultural or religious sect and more thought and panning is required not to offend. These are all important issues to a positive outcome.

Time and Duration: Have a clear understanding of when the event will start, have breaks and finish and the appropriate catering requirements for each interval. Both food and beverage components need thought and attention to satisfy each delegate to the event.

Location and Facilities: Where the function is held has many implications for the caterer. Access, operations and bump out are all of paramount importance. Is there a lift, a goods lift or just stairs? Does the venue have a kitchen or an area for a kitchen to be setup? Does the caterer need to set a kitchen space themselves? What other facilities does the venue have including, water and power access and usage, rubbish receptacles, recycling bins and cleaners?

Food and Beverage Requirements: Obviously the most important factor for the caterer, this can be a wide area of discussion. Understanding the demographics, duration and all the above indicators will assist both you and the caterer in determining the desired menu and beverage package. There are a huge variety of options that your caterer will be more than happy to discuss.

Budget: From a caterers perspective, if a client has a clear budget to work towards, it makes the process a lot easier in terms of formulating a proposal based on actual data and therefore saves time and effort in the back and forth negotiations that can take up valuable time.

Know what you want and how much you want to pay but be open to suggestion from your caterer who should guide you through the process to a successful event.