Organizing a company event is a big undertaking. One of the stages of preparation for such an event is finding the right venue. An appropriate contract should be signed with the selected facility. Why do it? What should an event organization contract look like?
How to choose the perfect place for a corporate event?
There are several types of corporate events. The most popular form are integration events for employees. A company party is a great way to improve relations between employees. Such events build friendly bonds, improve the atmosphere in the team and effectively motivate to act. They perfectly relax and de-stress.
The event is also a great opportunity to present the company to potential customers, celebrate the company's success, sign cooperation with an important contractor, introduce new products or services to the offer, or celebrate a grand conclusion of an important project.
When choosing the perfect venue for an event, you must first of all take into account its character. For a sumptuous party with potential clients, the elegant ballroom will be the best choice. A crazy integration party with colleagues can be organized in an intimate restaurant or in the garden belonging to the holiday facility.
The number of invited guests is also of great importance. Each party participant must feel comfortable during the party. It is therefore important that the selected room provides adequate space for free movement, eating and resting. It should also have a separate dance area.
The hall must have sanitary and catering facilities. It is worth choosing a facility that offers accommodation in comfortable guest rooms. This solution will save a lot of time that would have to be spent on searching for the right catering company and accommodation for guests.
When organizing a themed party, it is worth making sure that the style of the selected venue matches the established leitmotif. This will allow you to create a consistent, unique decor.
Reserving a facility for a company event requires signing an appropriate contract. What should an event organization contract look like?
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Why do we sign an event organization contract?
The contract is a document confirming the booking of a given facility within a specified period. It should detail the terms and costs of the lease. It is also important that it contains provisions regarding the scope of responsibility of each party to the contract. A well-constructed contract is a kind of security. It allows you to avoid possible unpleasantness related to the failure of one of the parties to fulfill the obligations contained in the document. It protects against unexpected costs or additional work. Indicates what to do in the event of any damage or shortcomings.
Contract for the organization of the event - What to pay special attention to?
The contract for the organization of a company event should be concluded in writing. While this involves more work and is more time consuming, it is definitely worth doing. The contract for the so-called reaching an agreement will not secure one hundred percent of the interests of each of the parties. It can be the cause of unnecessary tensions or misunderstandings. Written arrangements can be very useful when complications arise. If, after the conclusion of the contract, we want to add or clarify something, an appropriate annex should be prepared.
The document should contain all the necessary information regarding the subject of the case - including the exact place and date of the contract, the obligations of both parties, the cost of the lease, as well as a clause regarding the confidentiality of all data regarding the event and the terms of the contract. The contract should also contain information on possible cancellation or rescheduling of the event. It is worth establishing specific rules that will protect us from incurring additional costs or - in the event of cancellation of the event - guarantee the return of the paid fee.
The contract must be legible and understandable for each party. We do not sign the document blindly. All information contained in the letter is worth checking several times. If you do not understand something, you should consult a person who knows the subject - e.g. a legal adviser.
The contract should be drawn up in two copies - one for each party. Decision-makers shall sign both copies. It is worth putting initials on all pages of the document.
Remember that the contract for the organization of the event should be concluded with each subcontractor - not only with the premises where the party will take place. This is an excellent safeguard in the event of any problems with the implementation of cooperation.
How to organize a party – see event configurator