Common Pitfalls of Planning Corporate Events

Flawless Execution: The Benefits of Choosing an Experienced Event Producer

If you’ve been around here for a while, you probably know that we love to talk about why hosting flawlessly executed company events is so important for nurturing healthy team dynamics. 

Why? Well for starters, company events give employees a chance to kick back, relax, and get to know their coworkers on a casual level. It turns out that when employees are given an opportunity to have fun with their team, they feel more appreciated, work more efficiently in the office, and stay with the company longer. Sounds like a good investment to us. 💁‍♀️

But not all company parties are created equal! Planning a corporate event takes a lot of thought and coordination. If you don’t have a solid plan, you may run into a problem or two during the process. 

Let’s talk about the most common pitfalls we’ve seen when it comes to planning company events and how to avoid them.  

Common Pitfalls of Planning Corporate Events

Not Staying Within the Budget

It may feel like the sky’s the limit with the budget at the beginning, but you’ll quickly discover that the expenses can add up faster than you anticipated. This becomes particularly evident when you start booking the venue, hiring various vendors, planning activities, and securing a DJ separately. Blowing the budget or having to cut corners are both major party fouls, potentially impacting the overall quality of your event.

To avoid these financial pitfalls and maintain a well-balanced budget, it’s crucial to establish a clear budget framework before you start making bookings. This will help you allocate resources effectively, prioritize essential elements, and make informed financial decisions. By proactively managing your budget from the outset, you can ensure that your corporate event remains within the desired margin while still delivering an unforgettable experience for your team.

 

Running Out of Food or Drinks

Is there anything worse than getting halfway through a party only to realize someone just took the last drink and the food table is completely picked over? Okay, there are probably worse things… but when it comes to throwing a successful corporate event, this is not what you want to have happen.

However, it can happen pretty easily. After all, estimating how many appetizers and beverages to get can be tricky. You’re faced with trying to satiate your team but not overstuff the office fridge with leftovers—it’s a lot of responsibility! To ensure you have just the right amount, consider conducting a quick survey to gauge your teams’ preferences and quantities, allowing you to plan accordingly.

 

Forgetting the Small Details

With so much to organize and plan, it’s likely that a few details may slip through the cracks if you’re not careful. Whether it’s securing a rockin’ playlist that keeps the energy high, having a sturdy backup plan in case of a small emergency, or crafting a detailed agenda that keeps the party moving, the magic is in the details… which makes it all the more upsetting when one is forgotten. 

To ensure nothing crucial falls by the wayside and that your corporate event runs smoothly, communication and organization are key. One effective way to avoid forgetting the small (but crucial) details is by creating and distributing a comprehensive itinerary. This itinerary should outline every important aspect of the event, from the moment attendees arrive to the final farewell. Make sure all your vendors, staff assisting in running the event, and even key participants have a copy. This way, everyone is on the same page, and even if minor hiccups occur, you’ll be well-prepared to handle them, ensuring your company party is a resounding success.

How To Avoid These Pitfalls? Work With the Planning Pros

Planning a company party takes a lot of work and a lot of time. If you’re already swamped with work and trying to plan a big company event, you might have too much on your plate. Biting off more than you can chew rarely leads to success. 

You deserve to enjoy the company event just as much as your team… so why plan it all alone? There is such a thing as party planning pros after all! 😉

When you plan your corporate event with us here at Fun Productions, all worries can go out the window. Thanks to our years of experience, you won’t have to stress about running out of food or blowing through your budget. We have seen it all and we know how to handle (and avoid) every twist and turn.

From corporate picnics to nonprofit fundraisers, we have worked with a wide variety of clients and have planned events of all shapes and sizes. We’ve encountered and overcome all sorts of problems that come with event planning which means we really are pros at anticipating potential issues and proactively addressing them. Our job is to ensure that your event runs smoothly and efficiently. 

Start a conversation with us today about your upcoming event and we’ll take care of the rest.