A company party can be an opportunity to thank employees, celebrate a successful year, introduce new products in the company, or simply create a space where colleagues can meet outside the workplace. However, in order for the entire evening to be professional and for the guests to enjoy it, weeks of planning often lie hidden behind a few hours of entertainment.
Choosing the venue, catering, program, sound system, lighting, furniture, logistics, and coordinating suppliers – all these parts must fit together.
Therefore, we have prepared a practical guide, How to organize a corporate party step by step and what not to forget when preparing it.
Set a goal for the company party
Even before looking for a venue or a program, answer the basic question: Why are you organizing the party?
This could be, for example:
- Christmas party,
- celebration of the company's anniversary,
- Thanks to the employees,
- informal team meeting,
- celebration of the achieved results,
- the introduction of a new product or the direction of the company,
- a party associated with teambuilding,
- meeting of employees with business partners.
The character of the space, the program, catering, and the overall style of the event are subsequently determined by the destination.
A formal gala evening for business partners requires a completely different concept than an informal party for employees.
If you don't want to handle the individual parts separately, you can entrust the organization to a professional event agency, BigAgency, which will take care of the planning, suppliers, technology, and even the coordination of the event itself.
Definitely a budget
The budget is one of the most important points when planning a party.
It is ideal to set a total amount and then divide it among the main items:
- renting of space,
- catering and beverages,
- technical security,
- program and performers,
- the presenter or DJ,
- decoration and branding,
- furniture,
- transportation,
- photography and video,
- organizational staff,
- a possible reserve for unexpected expenses.
When planning, it is advisable to leave some of the budget as a reserve. During preparation, additional requirements often arise – from additional technical equipment to an increase in the number of guests.
Find out the number of guests and choose a date
Before booking space, you need at least an approximate number of participants.
The difference between a party for 40, 150 or 500 people will significantly affect virtually everything – the size of the venue, catering, the number of service staff, technology, and the program.
When choosing a date, consider seasonality as well. Especially during the pre-Christmas period, venues, catering companies, presenters, and music groups are often booked long in advance.
Therefore, for larger corporate events, it pays to start preparing several months before the planned date.
Choose the appropriate space
Space creates the basic atmosphere of the entire party.
When choosing one, don’t just look at maximum capacity. Other practical questions are also important:
- How will the guests get to the venue?
- Is parking available?
- Is the space suitable for the planned program?
- Is there a place for a stage or a dance floor there?
- What are the catering options?
- Is it possible to bring your own equipment?
- How long can music play?
- Is there a locker room available?
- What are the options for supply and access for suppliers?
The space does not have to be just a classic restaurant, hotel, or event hall.
You can also arrange a company party outdoors. In that case, however, you must plan for a backup solution in case of adverse weather conditions. One option is renting party tents, which can create the main space of the event or cover the catering, VIP or relaxation area.
Create a program and schedule for the evening
A good company event should have a clear structure, but at the same time it should not feel like a work conference.
An example of a simple schedule might look like this:
18:00 – 19:00 – arrival of guests and welcome drink
19:00 – 19:15 – welcome and short speech
19:15 – 20:30 – dinner
20:30 – 21:00 – main program
21:00 – 22:00 – competitions or interactive activities
22:00 – 02:00 – DJ, music and free entertainment
The exact program depends, of course, on the type of event.
The important thing is the right pace. Too many speeches, presentations and organized activities can tire the guests out. On the other hand, a party without a program at all can lose energy after the initial evening.
Choose catering
Food and drinks are among the things that guests from a corporate party often remember most.
When catering, it is necessary to take into account not only the number of guests, but also the nature of the event.
For an informal event, a buffet or a street food concept may be suitable. For a more representative event, a served menu may work better.
Don't forget about:
- vegetarian and vegan options,
- food allergies and intolerances,
- non-alcoholic beverages,
- enough water,
- coffee,
- later evening snack.
The catering should also be coordinated with the schedule. For example, if the main program starts at 20:00, there should not be a long queue of guests in front of the catering at the same time.
Do not underestimate the sound, lights and technology
Technical support is a part of the event that guests often overlook – until something doesn’t work properly.
The presenter’s microphone is not working, the presentation is not visible, the music in the back of the room cannot be heard, or the dance floor is too dark. Even a minor technical problem can disrupt an otherwise well-prepared program.
Adapt the scope of techniques to the space and the program.
BigAgency provides rental of sound equipment including soundproofing of the space, microphones and technical support.
The atmosphere of the evening is also significantly influenced by the light. Professional party lighting You can use it to illuminate the space, the dance floor, the stage, or branding elements.
With a larger program, it may also be necessary stage for rent. You can use it for speeches, moderating, presenting awards, a concert or other performances.
Prepare entertainment for your guests
DJ or live music are proven parts of parties, but the program doesn't have to end with them.
An interesting addition are activities in which guests can actively participate.
One option, for example, is PlayWall – interactive wall, which offers various motion and interactive games.
At a themed party, an entertaining casino with roulette, blackjack, or other casino games can also be an interesting alternative.
However, when choosing a program, there is a simple rule: the attractions should suit the audience and the concept of the evening. It is not necessary to fill every minute of the program. Sometimes two or three quality activities and enough space for free entertainment and conversation are enough.
Think about the furniture and the layout of the space
Even a high-quality space can work poorly if it is not properly organized.
Think about the individual zones:
- registration and entry,
- dressing room,
- welcome drink,
- main seat,
- catering,
- bar,
- the podium,
- dance floor,
- attractions,
- networking or relaxation area.
Not every guest wants to sit at one table for the entire evening. Therefore, a practical addition could be, for example, stand by tables, which create space for informal conversations, networking or refreshments.
When planning, also leave enough wide communication routes between the different parts of the space.
Prepare a detailed production schedule
The program for the guests is only one part of the schedule.
Organizers should have a separate production plan ready, which can start as early as the morning or the day before the event itself.
It should include, for example:
- arrival of individual suppliers,
- assembly of the podium,
- installation of sound and lights,
- catering preparation,
- the placement of furniture,
- soundcheck,
- presentation and video tests,
- briefing of staff,
- opening of registration,
- individual points of the program,
- disassembly and removal of equipment.
For each important task, a specific person should be designated who is responsible for it.
Check everything the day before the party
The day before the event there is no time for major changes to the concept.
It is time for a check-up.
Go through the entire event from the arrival of the first guest until the departure of the last one.
Check the number of guests, contact information for suppliers, schedule, transportation, technical requirements, catering, program, and the responsibilities of individual team members.
For larger events, it is advisable to have a contingency plan ready as well – for example, in case of equipment failure, adverse weather conditions, or delays caused by the performers.
During the party, someone needs to have the entire event under control.
On the day of the event, the organizer should no longer have to worry about where the microphone is located or when the DJ will arrive.
There should be a person or a production team on site who coordinates the suppliers, monitors the schedule, and is able to respond to unexpected situations.
Coordination is precisely one of the main differences between renting individual services and organizing an entire event.
You don't have to organize the company party yourself
The bigger the corporate event, the more people, suppliers, and details need to be coordinated. With hundreds of guests, it’s no longer just about booking space and ordering catering; it’s about a separate production project.
BigAgency provides organization of corporate events and parties from initial design to implementation. We help with the selection of space, concept, catering, program, technology, lighting, stage, furniture, and coordination during the event itself.
Thanks to this, you don’t have to communicate with a number of separate suppliers, and during the party you can pay attention to your colleagues and guests.
Are you planning a company party?
Whether you are preparing a small party for dozens of colleagues or a large corporate event for hundreds of guests, we are happy to help you create a solution tailored to your needs, space, and budget.
Check out the possibilities of organizing corporate events with BigAgency and leave the preparation and implementation of the event to us.
