Corporate Event Planning

This playbook describes the procedural steps for planning a successful staff event or get-together to ensure positive morale, adequate food and activities, clear communication, and overall enjoyment for all attendees.

Step 1: Define Objective

Determine the purpose of the event, be it a celebration or a casual team-building gathering. Establish the goal and name the event accordingly.

Is there a guideline or a set of questions to help determine the purpose of the event?

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Step 2: Set Budget

Consult with the executive team to establish a budget for the event. This will determine the scale of the venue, food, and activities.

What should be done if the executive team's proposed budget seems insufficient for the plan?

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Step 3: Choose Venue

Select an appropriate venue based on the objective and estimated headcount. Confirm its availability and choose a date that aligns with it.

Should there be multiple potential dates to consider for the event to align with venue availability?

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How should one proceed if the preferred venue is not available on the chosen date?

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Step 4: Plan Activities

Decide on the types of activities and entertainment that will be provided during the event, ensuring a mix that supports mingling and fits within the timeline.

Is there a recommended duration for activities to ensure they fit within the event timeline?

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Could you provide examples of activities that have been successful in past events?

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Step 5: Arrange Food

Plan for food and catering, taking into account various dietary needs such as gluten-free, vegetarian, vegan, and kosher options.

Should there be a specific format or template for requesting dietary restrictions from the team?

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Step 6: Send Invitations

Communicate details of the event with the team through formal invitations or calendar invites, specifying if families are welcome, and include RSVP instructions.

What is the ideal response time to give attendees for RSVPs?

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How far in advance should the invitations be sent out to the attendees?

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General Notes

Consider Weather

If the event is outdoors, have contingency plans for bad weather.

Dietary Needs

Survey the team for dietary restrictions ahead of time to ensure inclusive food options.

RSVP Tracking

Use a reliable system to track RSVPs and follow up with attendees for accurate headcount.

Post-Event Feedback

Consider sending a post-event survey to gather feedback for future events.

General Feedback

What are the best practices for creating a contingency plan for bad weather during outdoor events?

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What kind of system is recommended for tracking RSVPs effectively?

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What questions should be included in the post-event survey to gather useful feedback?

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Ready for the next step?

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