"The Corporate Event
solemn, intense, intimidating...
Exciting for the participants, but also nerve-wracking for the organisers.
One thing's for sure: it's a hell of an organisation! As if the pile of files on our favourite executive assistant's desk wasn't enough to make her days endless...
And now she has to look for places to hold meetings, activities, restaurants, hotels... Send out requests for quotes, sort them out... Organise the day's planning, travel...Burn out guaranteed.
So, yes, colleagues deserve to be thanked for their year with a nice day out. Granted, budgets are tight and you obviously have to take that into account. But managing all that is a job in its own right! Here's the precious sesame that will save your beloved colleague's life!
Here, we won't be talking about venues, entertainment or the many original activities you can offer your employees (see our TOP 10 unusual activities here). Here, we'll be looking at the conscientious, rigorous aspects that are essential if your event is to go off without a hitch. With this "reminder" guide, we'll try to give you the peace of mind you need to take charge of your organisation. By offering you our own feedback.
Here is a non-exhaustive checklist of 10 points to which you should pay particular attention when organising your future corporate event:
1. The list of participants and those responsible for each action
It's simple, but so useful! In an Excel table, list the names of all the participants and indicate when they plan to attend the seminar.
By putting a 1 in each box, you'll be able to define the number of participants more precisely and obtain more accurate quotes, which will help you keep to your budget. It may be that some people take part in an activity but not in the meal that follows... or that people who were exempted from one meeting nevertheless take part in the next activity... Quite a mess, and quite a headache to recount in your head every colleague. Keep the calculator warm! If you want to save time, we advise you to use tools like Doodle, which will save you from having to manage hundreds of emails with responses all over the place. One person responsible for each action: always appoint someone to be responsible for each action to be taken during the event, and make sure that this information is shared between all the partners involved in organising the event.
2. The event timeline
Minute by minute or hour by hour, set out in black and white the duration of each activity, workshop and coffee break. The devil is in the detail, they say. So go and find it! Take into account the turnover time between each activity. Plan every move, every briefing, every trip from one place to another. Don't forget to take into account the inertia that is specific to groups. Think big. With a few extra minutes for each moment, rather than seeing your colleagues having a snack at lunchtime.
Always leave a margin, because the unexpected is part of everyday life for everyone working in the events industry. On your stopwatches!
3. The Contact Sheet
If your metro stops in the middle of the track, your director will still know who to contact when he arrives on the scene. Indis-pen-sibly, list the names of the contact points for all the activities, the hotel, the meeting space and the restaurant that will welcome you. A sheet listing the surnames, first names, roles and telephone numbers of all the people involved in organising the event will be very useful to all the participants.
4. The P.P
An Anglicism? No, just the abbreviation for the dreaded 'Rain Plan'! The one that will prevent you from ruining your company's day. The one that will prevent the director from remembering your handling of this event forever.
Always have a back-up plan in case of bad weather! A secondary activity, a tent to shelter your activity, a room to house all the participants...
Forget the umbrellas!
5. Food restrictions
"Ask about any dietary restrictions the participants may have..." Jean-Mi is a vegetarian.
Jean-Mi is a vegetarian. that's just as well, because you've arranged for rib-eye steak for everyone... It's going to be quite an evening for your colleague. One little detail about food can change everything... take the initiative.
Find out about everyone's dietary restrictions so that no one is embarrassed by a dish they can't eat.
Provide the caterer with a detailed table containing all this information. The caterer or restaurant will always have an alternative menu for you to choose from.
Time to eat!
6. The layout of the meeting room
Several rectangular tables, chairs all around, and a presentation on an overhead projector at the end of the room...
So most of the audience will have their backs to the screen and the presenter.
Whether it's a theatre, a "U" or a "classroom", plan the layout of the audience. And the orientation of the presenter.
No more stiff neck!
7. Equipment for presentations/speeches
Your boss takes the floor thanking you for the organisation and... no sound! You hadn't foreseen, or warned, the need for a microphone and speakers to ensure your meeting runs smoothly...
Beforehand, check with the meeting room that an overhead projector is available and installed. And don't forget to check that the connections are correct if you are connecting a PC (VGA/HDMI).
Leave technical support to rest!
"Avoid unpleasant surprises
It would be a shame if latecomers turned back a few steps away from you. Provide a small sign (an A4 sheet) with the name of your event and your company. Place it at the entrance to your venue and at various strategic points, so that people can't miss you.
Welcome to your home!
9. Included-Not included
A bill 3 times higher than the budget announced... and a letter of dismissal in the wake? No, no, avoid this nightmare!
Prevent yourself from constantly overspending. To do this, make sure you have all the information you need about what's included, and above all, what's not included in the packages you've booked. At the hotel, in the restaurant, in the meeting room...
List and share clearly what your employees are entitled to. This will avoid any unpleasant surprises. Open bar!
10. How do you get there?
Aren't you going to forget the most important thing? The location of the event, how to get there, and by what means.
For the dreamer who thought that your 2 days of team-building were going to take place in his office... Provide each guest with the address of the meeting place, how to get there, and whether there is a car park on site to accommodate their vehicle. No more saturated voicemail!
BONUS 11. Inception and location recognition
The simplest tip of all. Simply imagine the event from A to Z. Run it through your mind.
Imagine how it will really unfold at each stage and in each location. So that you can anticipate everything that might happen. Imagine the unimaginable.
And of course, to ensure that this "Inception" goes as smoothly as possible, go to the place where the event is taking place.
Familiarise yourself with the place so that you can understand every movement and every logistical detail.
Are you ready?
All you have to do is roll up your sleeves, get out of your office, knock on your manager's door and tell him that you're all leaving for a week of adventure.
You're prepared for the worst... and the best!
Save time and leave your event to us! (We're friendly, good-humoured, responsive and full of crazy ideas)! We'll surprise you and organise your turnkey event!