A friend once told me that company events are important because they build empathy between team members; you’re more likely to help each other out and work cohesively as a team when you know each other as humans. Bringing people together can improve productivity, increase motivation, encourage collaboration and creativity, and improve communication (Sodexo). You might even have a little fun too!
I firmly believe in the importance of socializing with colleagues. I’ve been planning small events for so long it’s essentially second nature, but folks around me have expressed that knowing where to start is more difficult than it looks. If event planning for your team isn’t your forte, I wanted to share a quick checklist to set your next office event or outing up for success.
Prepare an Outline of Event
Name of event:
Primary point of contact:
Date of event:
Time of event:
Objective (why are we doing this event?):
4 Weeks Before Event
Outline of Event Completed
Budget request and outline provided to relevant stakeholders
Secure speaker/talent if needed
Book a space
Announce to your internal listservs or team members
2 Weeks Before Event
Confirm headcount for the event
Create a seating plan if appropriate
Identify any dietary restrictions or preferences for attendees
Select and book catering (include theme of the event in the catering if possible)
1 Week Before Event
Send an event reminder and confirm attendence
Make any needed adjustments to space, seating plan, or food if headcount has changed
Create and print any materials needed
Secure any swag you plan to provide to attendees or talent
Day of Event
Set up the space - decorations, table and seating arrangements, etc.
Ensure any technology is functioning properly - microphones, projectors
Day After the Event
Confirm number of attendees and budget used to relevant stakeholders
Send a thank you note to presenters/speakers/guests
There are lots of other elements that might come into play, but if you start with this checklist you’ll have a good foundation to build a great event around!