Organizer of corporate events

Corporate events will help build a professional image, so it is worth including them in your business strategy. Such events allow you to promote your brand among employees, customers and business partners. A creative and experienced organizer of corporate events will try to make a good impression on the participants, so it is worth establishing cooperation with him. 

Jeśli po raz pierwszy powierzono Ci organizację imprezy firmowej, dowiesz się z tego wpisu, od czego zacząć i jak krok po kroku przygotować udaną imprezę. Nasz artykuł będzie również pomocny dla osób, które w organizacji eventów dla firm mają już pewne doświadczenie. Pokazujemy nie tylko, jak zaplanować koszty albo wybrać miejsce, ale też piszemy o rzeczach, o których każdy organizator imprez po prostu musi wiedzieć.

Organized knowledge in this area and many valuable comments and hints will make it as... organizer of corporate events you will feel even more confident. We share our own ideas and ready-made event scenarios that you can use to prepare a unique party for your employees.

How to choose a corporate event organizer?

Choosing the right organizer or event company certainly determines whether the event will be truly successful and the surprises will be only pleasant. It can also have a significant impact on the success of the event and the perception of the company by participants.

How to choose a corporate event organizer? It doesn't have to be complicated. You just need to take into account a few important criteria. For example, what experience does the selected event organizer have in the industry, or how long has a given event company been operating in the MICE industry? Another important selection criterion are references. Look for event planners who have good reviews. You can check websites, social media profiles, customer reviews and ask friends or colleagues about agencies worth recommending.

Choosing a corporate event organizer it must also take into account the budget we have. And the last, very important issue - communication. Check what the exchange of information with the selected company looks like and how quickly it responds to e-mails and telephone calls.

Event objectives

In order to stand out from the competition, the organizer of corporate events should know its target group. In this way, we can determine the topic and goals of the event. Consider whether you want to accelerate the growth of your business. Or maybe you want to improve sales results, increase employee engagement or unite your team?

If you set a goal for action, you will prepare an effective strategy. Think whether the scenario of the event will bring you closer to success, or maybe on the contrary? Remember to match the type of event to your target group. Otherwise, many people will not come because they will not be interested in what you have to offer them.

A company event may be organized, for example, to celebrate promotions in the company or good quarterly results or some other company success. It may also result from the need to integrate and introduce new employees to the team. Of course, by organizing an event, you can also celebrate the company's jubilee or organize it for many other reasons, such as promoting a new product. 

We approach organization differently away training combined with the discussion and settlement of the results of individual teams or the introduction of new working methods. Here, the emphasis should be placed on the appropriate training room conducive to concentration. Ideally, the facility should be intimate and accessible only to the participants of the training. In this case, the organizer of company events must focus on the appropriate planning of activities, catering or possibly evening company hearth, which will allow all participants of the event to relax and relax the atmosphere.

Where to organize corporate events?

Hotels and conference centers are the most frequently chosen facilities for corporate events. They have adequate conference spaces, banquet halls, catering facilities and accommodation for event participants. Therefore, they are a perfect place to organize various types of corporate events, including conferences, training, banquets and business meetings.

A good example of such a stylish hotel for corporate events is The Crown of the Karkonosze Manor located next to Karpacz. In addition to all conference facilities, it also has spaces for free relaxation and gardens with mountain views. An undoubted advantage is also the experienced staff in organizing corporate events and many original ideas for such events. 

Company jubilee

An event organizer needs to know exactly what he is doing and why. In each of the above-mentioned cases, we must put the main emphasis on something else. In case of jubilee it is important, for example, to buy a cake, prepare jubilee souvenirs, plan who will speak and when, invitation to the company's jubilee people who contributed to the development of the company or even founded it. The organizer of the company jubilee must also take care of the appropriate setting and a place worthy of the event, and also think about inviting representatives of the local government and the media, for example.

How to budget for an event?

Regardless of whether you are organizing an event for the first time or you have a lot of experience, plan your budget event for employees. The organizer of corporate events advises to save at least 20% for unexpected expenses. Thanks to this, you will not have to give up something at the last minute. If this is not your first event, check how much you have spent on previous events. In this way, you will determine which areas you spent too much on and which ones you spent too little on. 

When preparing a budget for a corporate event, consider the following:

• renting a hall or other place for a company event,
• lighting, sound system, video production costs,
• catering,
• employment of a compere or speakers,
• preparation and printing of promotional materials,
• accommodation for participants (in the case of multi-day events),
• additional attractions,
• gifts for participants,
• printing invitations, badges,
• hiring a photographer, videographer, hostesses and other subcontractors.

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When to send invitations to the event?

A professional corporate event planner will send invitations to a small event at least 3 weeks in advance. In the case of large events, participants should be notified at least one year in advance. When preparing invitations, it is worth including RSVP, i.e. a request for confirmation of arrival. Thanks to this, you will determine the exact number of participants, and thus avoid unnecessary expenses. 

Remember to include a specific date in the invitations by which guests should confirm their participation. If you have a large budget and want to avoid unnecessary nerves, consider working with a professional. The organizer of large corporate events, events, conferences, congresses or symposiums must plan and take into account many factors.

Corporate events organizer: why is it worth using its services?

Preparing and sending invitations is just the tip of the iceberg. Event planning can be very stressful, especially if we have no experience in this area.

The organizer of corporate events will not only reserve the right place, but will also take care of the decor, preparation of the schedule, logistics and service. A professional will certainly help you implement your plans.

Why do you need a good corporate event organizer?

A good organizer of corporate events can help in many areas, providing comprehensive and professional event service. He will be responsible for planning and coordinating the event, from setting the goals of the event, through selecting locations and suppliers, to planning the schedule and technical details.

A professional organizer can offer creative and innovative ideas for the theme and format of the event, which will help you stand out from other events and provide an unforgettable experience for participants. It can also help in negotiations with suppliers and in budget optimization. Thanks to market knowledge and a wide network of contacts, a corporate event organizer can help you find the right location and select professional service providers.

The event manager is prepared to identify potential threats and problems and effectively manage them, thereby minimizing the risk of unforeseen situations. And after the event, he can prepare a report containing a summary of the event, an assessment of its effectiveness and proposals for further actions.

MICE industry

Pthe meetings and events industry is an important branch of the economy. Companies, organizations, foundations and non-profit associations are increasingly aware that it is worth organizing meetings, trainings, parties, events or conferences. In order to establish or maintain good relations with contractors, clients, donors or own employees. To promote your products, services, brand or ideas. However, for these activities to bring the right marketing, sales, promotion or PR effect, they should be professionally prepared. 

event manager

What tasks does he have event manager? A specialist will help you organize an unforgettable event within the established budget. The event manager knows how to allocate funds to achieve his goal. It can also determine whether the prepared budget is realistic or whether some changes need to be made.

Many people think that organizing business event involves considerable expenses. Therefore, it is worth establishing cooperation with a professional who has a wide network of subcontractors. The organizer of corporate events is able to negotiate an attractive price and reasonable terms of the contract. 

Corporate events organizer: what does it do?

The professional takes care of the organization company events from the beginning to the end. It helps in the preparation corporate event scenarioand then in its implementation. The organizer of corporate events can be part of a larger team or act independently. Taking into account the target group, purpose of the event, budget and preferred location, he will create an action plan. It will take into account all relevant details, such as the date, place, type and size of the event, staffing needs. It can also look for sponsors and business partners.

Most event managers are not only excellent at negotiating, but will also find a way out of any situation. Such skills are especially useful when there is a risk of going over budget. A talented organizer of corporate events can then show creativity. The professional will look for more sponsors and offer interesting packages to exhibitors, thanks to which he will expand the scope of the event and raise additional funds.

Costs – how much does it cost to hire an event company?

What is the cost of an event agency? This question is asked by many companies that want to organize a corporate event with the help of professionals. The cost of hiring an event agency can vary significantly depending on many factors, including the size of the event, location, client requirements and the reputation and experience of the agency.

Of course, the larger and more complex the event, the higher the cost of organizing it. Many event agencies set their rates based on the difficulty of the project. The costs associated with organizing an event can also vary significantly depending on the region in which the event will be held.

In addition, event agencies offer a variety of services that may cover just a few aspects of event organization or comprehensive support from start to finish. The greater the scope of services, the higher the cost. More experienced and reputable agencies may charge higher fees for their services due to their greater skill, knowledge and reputation.

To obtain an accurate quote for the services of an event agency, it is recommended to contact several agencies directly to compare offers and check which one best suits your needs and budget. It is also worth remembering that the cost does not always reflect the quality of the services provided, so it is important to conduct a thorough analysis of offers and compare different options.

An organizer of integration events

The figure of the event organizer may turn out to be crucial if we intend to organize an integration event. When we want to prepare a meeting or integration workshop or a trip of this type, the easiest way is to use our services event agency. Its employees will know perfectly well which integration event will best suit our team. They will take into account seniority, type of tasks performed on a daily basis, interests of individual crew members.

From the point of view of the boss who wants to organize a corporate event, the most important thing is that event agencies support it integration events in a comprehensive way. They deal with substantive issues, i.e. they help to choose the purpose of the event, the type of event, and the attractions for the event. They will also take care of the logistics of the integration event, i.e. prepare the scenario of the event, book the hotel, set the menu, and hire a transport company. Good organizer of integration events it will also take care of technical issues, i.e. it will rent the necessary equipment.

Organizer of corporate events: duties

However, the work of an event manager does not end with planning the event, he is equally involved in the implementation process. The specialist acquires, talks and builds relationships with subcontractors. The organizer of corporate events will find a venue, a catering company and an audiovisual team, and then negotiate the best terms of cooperation. The professional spends a lot of time talking to suppliers and sponsors to make sure everyone is on track to be successful.

The organizer of corporate events also plays an important role on the day of the event. He leads or supports the whole team and absorbs the atmosphere to recognize the moods of the participants. Thanks to this, he can make the necessary changes on an ongoing basis and draw conclusions for the future.

Corporate event organizer: event scenario

Each company event organizer should prepare a detailed plan of the company event or company trip. Such event scenario should include, among other things, specifying the time of the meeting. So in the case of an outgoing corporate event: travel time; estimated time of arrival; hour of accommodation; start time of the training, lecture or banquet; time frames of individual speakers' speeches.

In the event that there are also some business tasks to be performed (for example, summarizing and discussing the results or strategy), you must specify exactly where and when this will take place and inform the persons concerned about it. If you want attendees to the corporate event to speak or provide some information of their own, you should give them advance notice so that they can prepare.

If the organizer of corporate events decides on some additional attractions accompanying the event, it is also necessary to specify where and when they will take place. For example, fireworks show may take a few or several minutes. If some of the guests are not informed exactly where and at what time it will take place, they may not see it at all, and it is rather impossible to repeat the show. That is why communication between the individual people involved in the organization and implementation is so important corporate event.

Event organizer and crisis situations

An experienced organizer of corporate events can also behave appropriately in the event of a difficult or even difficult event crisis situation. Of course, we always assume that our corporate event will go as planned. However, experience has taught us to always allow for some margin for unforeseen circumstances. These can be trifles, such as the loss of documents or the failure of the speaker's vehicle. This is not a problem for the whole event, but individually such people can expect help and commitment from the organizer. An event manager familiar with the subject is always able to help.

Any delays, changes in the schedule, problems with the weather - in such situations, the fact that our company event is looked after by an event manager, for whom it is another event out of many, may turn out to be salutary. He has already practiced so many different scenarios of actions in unexpected situations that he is able to propose several different solutions ad hoc when something goes wrong during the event.

Organizer of special events

Who is the organizer of special events? Are there any special competencies that he should have? More and more people find work in meetings industry, as in recent years we have seen an increase in the importance of the industry operating in the field of meetings, incentives, conferences, events, i.e MICE industry.

Primarily event organizer should be a well-organized, systematic and punctual person. Someone who is to prepare an event for several dozen or even several thousand people must have their feet firmly on the ground. But event organizer work it also requires a lot of creativity and out-of-the-box thinking. Corporate events they cannot be boring and cliché, each must be a tailor-made event. That's what he has to take care of event manager.

In addition, invention, entrepreneurship and independence in solving complex problems will be useful. It happens that for some reason it is not possible to implement the assumed scenario of the event. Then there is time for improvisation in the work of the organizer of special events. Another key feature is communication skills and the ability to collaborate with others. Only a person who can listen to the needs of the client and take his ideas into account will work in this profession. So it is clear that soft skills are key. So skills such as creativity, logical thinking and negotiation skills. They play an increasingly important role on the labor market in general, and certainly in the meetings industry. It is a demanding job - often away and around the clock, with many people from various industries, and you need to be able to get along with everyone to professionally carry out the planned event.   

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Company event plan

The organizer of corporate events should prepare something like an outline of the corporate event. What should be included? What elements need to be taken into account? It should include, among others

• purpose and nature of the meeting corporate: you need to specify the most important goal - for example, celebrating a company jubilee, training, conference, integration workshops, congress, briefing, integration, team building. We also need to choose what kind of corporate event it will be. Will we put more emphasis on relaxation, rest, freedom and integration, or is it supposed to be a trip that mobilizes to effort? In the latter case, we will put more emphasis on motivation and presenting our expectations towards employees.

Who will organize the company event?

This is the next point on the agenda - we choose the person or agency responsible for organizing the corporate event. In order for the event to take place at all, a person must be appointed who is responsible for the entire implementation. She will coordinate the individual elements of our event. He can prepare the whole thing himself or order individual elements to be made by other employees or an event agency. We will turn to her with any detailed questions and comments, and finally thank her for a successful corporate event.

Company trip - costs

We also have to take into account the planned cost of the company trip: depending on the financial capabilities of a given company, we will either receive a specific amount to fit in when organizing a company event, or we will first present the purpose and plan of the trip, and after their approval we will look for where and for how much we can implement our plan. Of course, every entrepreneur will treat such a trip as a kind of investment and hope for a certain return. Every well-planned and well-thought-out corporate event can bring measurable benefits. An investment in innovation or brand promotion is as important as an investment in the team that will do it.

a number of participants

– determining the number of participants: the scale of our project depends on it. Sometimes it's worth organizing company trip even for a few people. It will be an opportunity to strengthen relationships and get to know each other better. But it is also worth organizing company trips for all employees of the company. An experienced manager knows that the whole is made up of all elements and each employee brings something valuable. It is said that every organization is only as strong as its weakest element.

The date of the company event

What choose the date of the company event and the time period? There is always a good time for integration and fun. However, the organizer of corporate events should take into account, above all, such dates that do not interfere with the core business of a given company. For example, a period when the workload is lower or we plan a short downtime, it is worth using for training or an integration trip.

Corporate event venue

- place where it will take place: depending on the nature of the corporate event, the organizer must choose the right place. For training, it should be a facility adapted to this and with appropriate facilities. For a gala dinner or corporate banquet a place where there is a ballroom, high quality service and catering. The surroundings are also important - beautiful surroundings improve the mood and affect the positive perception of the whole.

Catering

Catering for event participants is a very important element of any corporate event. Always remember about cold drinks, coffee and tea. Employees at a corporate event will also appreciate cold snacks, fruit and cookies between main meals. It is best to include seasonal products and local delicacies in the menu. Currently, it is also worth taking into account the needs of employees with special dietary preferences (vegans, vegetarians, people on a gluten-free or lactose-free diet).

Materials for participants

– needed materials (training, promotional, commemorative or other): the organizer of corporate events should take care of thematic materials for participants. When discussing an issue, make sure that basic information is available and that you can take notes. Such materials should bear the logo of our company. It can also be commemorative badges and other useful trinkets.

Scenario

The planned course, i.e. the scenario of a company event it should contain timed details of our event. A well-planned company event is one during which there is time for everything, there is no tension, pressure and haste. But also one where you don't have to wait too long for the next points of the program, which can arouse impatience if events are delayed.  

Technical Support

– technical support for a corporate event: the organizer of a corporate event must also take care of the lighting, sound system, projectors of appropriate quality and the technical efficiency of the necessary equipment. It should also have other, similar, replacement equipment in case of a possible failure. It is also worth having someone proficient in the use of advanced electronic devices at your disposal.

Organizer of corporate events - legal obligations

Depending on the nature and size of the event, the event organizer also has obligations under the law. For example, the organizer of a mass event or a sports event, as well as one related to tourism, must act in accordance with the laws regulating it. Also, some corporate events, such as an outdoor concert where admission is free, may be subject to strict rules.

However, the Act does not cover closed events organized by employers for their employees. So, in this case, it is enough to exercise diligence and common sense. The organizer of company events should, as far as possible, provide participants with the opportunity to participate in the event in comfortable and safe conditions. If you are planning extreme attractions, it is worth considering additional insurance.

Event organizer - what is worth knowing?

Events that is events and parties organized for a specific purpose have become a permanent fixture in the landscape of companies, enterprises, organizations and associations. During their organization, it is most often about integrating employees and motivating the team. Or the celebration of the company's jubilee or the promotion of new products. Sometimes thanking contractors or employees, which is always appreciated by the crew. How to organize well company event? If we do not have experience in this regard, it is best to use the services of an event organizer.   

An event manager will help our company choose the right type of event for the purpose we want to achieve. In addition, it will propose attractions adequate to it, which is very important when we have to choose from at least several dozen possibilities (experienced event agencies offer special configurators and calculators for corporate events).

event services

Event services market in Poland has been developing rapidly for several years. There are many agencies specializing in the organization of congresses, incentive tripsconferences, seminars, banquets, galas, integration trips or exhibitions. In the case of larger events, with a large number of guests, with many attractions and various activities, in addition to away events, it is certainly worth trusting professionals. They will prepare the event better, faster and probably also cheaper than we could do it ourselves. How do you choose a good event organizer? Let's focus on experience!

Is participation in a company event mandatory?

The Labor Code does not clearly regulate: yes or no. If the company event takes place during working hours and at the same time other employee rights are preserved, such as the right to rest, the employer may require us to participate. However, if the company event takes place outside the place where we work on a daily basis and covers the afternoon, evening or weekend hours when we have planned free time, we do not have to participate in such an event.

A lot also depends on the company's organizational culture, adopted unwritten customs and interpersonal relations. If our team is really cohesive, there will certainly be no pressure in any direction. Participation in a meeting with people we like or are interested in their ideas will be rather a pleasure and everyone will try to participate in it. Integration and rest in the company – why not organize corporate events would be the best way to kill two birds with one stone?

Organization of corporate events - benefits

In principle, everyone needs rest and from time to time break out of the routine of everyday life. The same goes for teams and groups of people as well. A change of environment and the possibility of informal clarification of various matters will certainly improve the interpersonal relations of our crew. This is a great opportunity to "move to you" and show your passions. It is also an opportunity to talk about what is important to us and what we really care about. By organizing corporate events you can also invite our business partners. Such a human face of our cooperation will certainly pay off in the future.

End

To sum up, we can say that organizer of corporate events has a wide range of tasks to perform. He is directly responsible for many areas related to the organization of events. In the article we indicated the most important ones. We also showed how to properly prepare for the event and how to plan related activities. These tips will certainly help you organize a successful corporate event in every respect.

How to organize a party – see event configurator