Tips on Planning a Company Party or Event

Feb 14, 2011
Dawn Marcotte

Consider a casual location for the company party - IBjorn

This article summarizes the basic steps of planning an office party and includes several ideas for themes.

Many companies have reduced or eliminated large parties and gatherings over the last couple of years. Now that companies are getting back on their feet, the idea of celebrating has resurfaced. Planning a corporate event that will be remembered, while staying under budget can be challenging. Organization and creativity are key components to accomplishing this task.

Choose a Theme

Unless the event is for a specific reason, such as a holiday or anniversary choosing a theme will add atmosphere to the event. There are a wide variety of themes that can be created with guest participation or simply with decorations. The following list is a few examples of successful events:

· An Oscar party where everyone dresses up in tuxedos and gowns

· A summer or winter Olympics where office games are played

· A mystery theatre event where guests participate in solving the mystery

· Oktoberfest with appropriate food and music

· State Fair with appropriate food and a midway with games

· Cruise ship with several buffets and shipboard style games

· Casino night with appropriate games provided

· Around the world in 80 days for a wine tasting event

Each theme will begin with the invitations; have specific decorations, food and entertainment. Be creative when brainstorming ideas and discuss all ideas before making a final choice.

Choose a Location

Some events can be held on site at the business. A large conference room or cafeteria area can be transformed into a cruise ship with a simple ramp and a ‘captain’ to greet guests. A casino night will only require the addition of gaming tables and dealers. Some events are held off-site due to the number of guests to be invited. Consult with the vendor to determine if they have any restrictions on decorations. A 70’s party might need a disco ball, but the hotel may not be able to accommodate such a request. Share the chosen theme with the vendor as they may have some helpful ideas and tips.

Choose the Food

A buffet style is easier to plan, but may be more expensive than a sit down dinner. Choose food that accommodates the theme of the night. State Fair food may include deep fat fried items and barbeque meats while an Oscar party may need a sit down dinner of steak and lobster. Many venues require the use of their on site catering facilities. Work with the vendor to choose appropriate foods and always have a tasting before making a final menu decision.

Choose the Activities

Many events almost have activities built in. A casino night will have games such as poker, black jack and roulette. Oktoberfest can have a band playing polka music. Include a few activities for the night, but allow space for people who simply want to chat. Ensure that any music being played for dancing is not so loud that others can’t mingle and be heard.

Planning a memorable party is all about choosing a theme and getting the guests involved. Understand the preferences of the participants so an inappropriate theme or activities are not chosen by mistake.