As a manager candidate in charge of organizing the annual office Christmas party, I understand the importance of hosting a successful event that brings team members together. This blog aims to provide a comprehensive guide for organizing a successful corporate celebration, drawing from our recent experience with our Disney-themed party.
We mentioned in a previous blog that financial advisors throw the best house parties. You can count on them to also organize a corporate one! While house parties typically include attendees from the same age range, corporate parties include guests from all ages and corporate rankings. The challenge here is creating a balance between fun and cost efficiency; after all, we are all financial advisors.
How to Organize a Corporate Party: Pre-Event Preparation
A. Budget
As a financial advisor, setting a realistic budget is crucial for any event. Our branch manager provided us with a budget, which we divided into various aspects of the event, such as catering, decorations, and entertainment.
Here are some tips for allocating funds effectively:
Allocate a significant portion of the budget to food and venue, as these are the most important aspects of the event. We held the party in our conference room, so we did not spend on venue fees.
Shop around for budget-appropriate deals. Compare prices from different suppliers to find the best value for your money. We found budget-friendly suppliers for our stage design, balloons, and documentation services.
Explore DIY options. For small tasks, consider doing it yourself or asking team members to contribute. We asked around for team members who were willing to be the emcees for the event for free. Centerpieces were also DIY-ed. There was a lot of labor of love at this party. We were lucky to find many volunteers who agreed to do this with us.
B. Organizing Committee
A well-structured organizing committee is essential for a successful event. Our committee consisted of four manager candidates, each with a specific role and responsibility:
Communication: Ensure that team members are informed about the event and their roles.
Creatives: Develop the event theme, decorations, and entertainment ideas.
Supplier Contacts: Coordinate with suppliers for catering, venue, and other services.
Ideation: Brainstorm and implement innovative ideas to make the event unique and memorable.
C. Food Catering
Our branch manager handled the catering arrangements, so we did not need to book this service ourselves.
When selecting a catering service, consider the following factors:
Ensure that the food is appetizing.
Accommodate various dietary preferences, such as allergies and dietary restrictions, if any.
Always circle back to the budget so you can find the best caterer with quality food and reasonable prices.
You can also consider hiring caterers who are partnered with a table and chair supplier and booking them together.
D. Theme and Decoration
Selecting a theme that aligns with the company’s culture can make the event more engaging and memorable. Our theme was Disney-inspired, which allowed for creative and budget-friendly decorations.
We chose something fun to do together. Disney was a theme that all ages could relate to.
Communicate a theme, create costume guides, and let the attendees be as creative as possible.
DIY or delegate. Encourage team members to contribute their creative skills and talents to decorating the event. We had one team member who had experience with special balloon arrangements, and we assigned her to be in charge of the table topper design (we helped inflate the balloons, too!).
E. Art Cards, Invitations, and Countdown Posters
Visually appealing invitations are essential for encouraging attendees to RSVP. Financial advisors all work from home and operate remotely. That’s why invites and art cards were sent online! Sending them to the group chats is also a way to gauge the overall attendance of the event.
Consider the following tips for creating countdown posters and art cards:
Include details such as date, time, venue, and any dress code requirements in all art cards.
Use the event theme in the design to create a cohesive and visually appealing invitation.
Use clear and easy-to-read fonts. Ensure that the text is legible and easy to read for all attendees.
Delegate this task. We have asked for help from another creative financial advisor in designing our art cards.
F. Photo-Video Documentation
Hiring professional photographers and videographers or assigning in-house staff to document the event is essential for creating lasting memories. This time, we opted for a third-party company to take professional shots of our event so that all team members could enjoy the night.
Find a reputable photographer and videographer. I found the team on Facebook after a friend of mine posted about their wedding supplier. Even if they mostly do weddings, the output they provided was satisfactory!
Allocate a portion of the event budget for photography and videography services.
Ensure that the documentation team is aware of the event schedule and has clear instructions on what to capture. There was an earthquake one hour before our event, and I am thankful for them for being easy to work with and communicate with!
G. Guest List
Creating a well-managed guest list is crucial for ensuring that there are enough resources, such as food and seating, for all attendees.
Here are some tips for managing the guest list:
Keep track of RSVPs and coordinate with the attendees. You can also delegate this, as we did with our secretaries.
Set deadlines for RSVPs and follow up with attendees who have not responded.
H. Building Permits for Ingress
Obtaining the required permits for setting up the event is necessary to ensure compliance with building regulations and safety standards. Submit the necessary permit files to the relevant authorities, ideally one week before the event and never on the day itself.
What to Do During the Event as a Financial Advisor Party Planner
A. Program Hosts/Emcees
Program hosts and emcees play a big role in keeping the event lively and engaging.
Here are some tips for selecting and managing emcees:
Select emcees who have a strong presence and can engage the audience effectively. Select a tech support member, too. They will be in charge of lighting or music at the event. They will also serve as a “backstage emcee” who can do VO and provide background music.
Rehearse the program with the emcees before the event to ensure a smooth delivery. Make sure to note sudden changes in the event, such as acknowledging VIP arrivals and putting them on schedule for their quick speeches.
Provide a script or cue cards. Make sure these emcees and tech booth guys have a printed copy.
B. Games for All Ages
Including games suitable for all attendees can make the event more enjoyable and foster a sense of camaraderie. One game we enjoyed was the “head, shoulder, knees” game.
C. Raffle
One of the highlights of our party was the raffle draw! Our branch usually raffles off useful items for the house, and the attendees stay until the end of the minor and major raffles!
Select prizes that can be enjoyed by any age group.
D. Talent Presentations
Ask team members to showcase their talents to add a fun touch to the event. Whether it's a musical performance, dance routine, or stand-up comedy, it will surely be a good time. Financial advisors in the Philippines are not only good at presenting insurance, but they are also talented when it comes to fun presentations!
We assigned Disney films from which they could draw inspiration for their presentations. This is a great way for the teams to showcase their teamwork. We were encouraged to have fun at this event, and we sure did!
E. Best Dressed Award
The "Best Dressed" competition turns the spotlight on fashion creativity. Incentivizing attendees to dress up not only adds a fun element to the event but also boosts morale. Every year, there will always be financial advisors who stand out from the rest, and we want to reward them for their effort. You can also communicate to the attendees that there will be such an award so they can prepare beforehand.
LR: Sir Alex Narciso, President; BM Samson Su; Sir Benedict Sison CEO and Country Head of Sun Life
F. VIP Speeches
VIP speeches play a pivotal role in reconnecting top management with financial advisors in the Philippines. Expressing gratitude, sharing insights, or simply acknowledging the collective efforts elevates the mood of the event. The impact of genuine, relatable speeches resonates long after the event concludes.
Read more: Empathy in finance
G. Supplier Food
Ensuring suppliers have access to adequate food or crew meals during the event is a thoughtful gesture. Well-fed suppliers are more likely to provide excellent service. It's a small investment that pays off in the form of enhanced collaboration and future partnerships.
What to Do After the Event
A. Egress
The post-event process of dismantling and cleaning up, known as egress, is as crucial as the event itself. Efficient egress requires coordination, ensuring all equipment and decorations are properly packed and transported. Delegate responsibilities to a cleanup crew and establish a timeline for the dismantling process. A well-executed egress ensures a smooth transition back to the regular workspace.
B. Post-Event Photo-Video
Compiling photos and videos post-event is more than just reliving the highlights; it's a strategic move. Share the joyous moments on company platforms, reinforcing team unity and a positive workplace culture.
Crafting a memorable montage contributes to the team’s image, showcasing the vibrant, dynamic nature of its workforce. The post-event content becomes a valuable asset for internal and external communication.
C. Liquidation
Navigating the process of financial liquidation requires meticulous documentation of expenses and income. Transparency in financial transactions builds trust among team members, especially among financial advisors in the Philippines. A thorough financial liquidation ensures accountability and lays the groundwork for future events by offering insights into budget allocation and cost-effectiveness.
As the event concludes, reflect on the successful journey from pre-event preparation to post-event liquidation. Each phase, meticulously executed, contributed to a memorable celebration. You can always count on financial advisors to deliver good events within a reasonable amount. After all, what matters is that people have fun and have great memories to look back on.
If you want to be part of a team of financial advisors where inclusivity and excellence are encouraged, join our team. Add “France” in the space provided so I can personally lead you on this journey! Click here now.
Comentários