Does anyone mind having an excuse to throw a party?  If you are trying to thank your employees for their hard work, thank your customers for their loyalty, or to gain more customers, than what better way to create that experience than by throwing a happy hour!  There really is something about getting out of the office and into a change of scenery that enables a person to show a new side of them selves.  It’s a great approach for allowing employees to bond with one another and to build relationships with clients that may not be possible in the 9-5 office atmosphere. 

Here are 6 tips for planning your next event.

1. Set your budget.

• Establish how much you can manage to spend for the event and what will be needed to host it as well.  Like any other party or event the main expenditure will be the food and drink so you will need to determine if you are going to allow for an open bar, cash bar, or include a certain amount of drink tickets so guests will get at least one cocktail compliments of the host in case there are any budgetary restraints.
•  Marketing costs will be another aspect and can include invitations, printings, and postage.  Also, depending on if you wish to hold a raffle or any giveaways to draw in more attention this will all need to be accounted for within the budget as well.

2. Create the guest list.

• Who is going to help you to create the end result or meet the goal of this company party?   Who do you want to be present for the event and will it be open to employees only, or will families be included?  How many people do you expect will actually show up?  These are all things to consider while constructing the guest list.

3. Select the Date.

• Flexibility is recommended when it comes to making your date selection.  It’s always best to have a few back up dates just incase the venue is not available on your first-choice date.  Determine the best time to hold this function.  No-show’s are always a bummer and one great way to help eliminate them is to keep the start times open so that if guests can’t get their exactly at 5:00pm, they will know it is ok to show up at 7:00pm or whenever they can make it.  Research has shown that once a person has established they will be late to an event they will likely forgo it all together to maintain good etiquette, so be sure to make it clear that it is acceptable to show up at their convenience.

4. Choose your venue.

• Key items to keep in mind are the size of the venue and if it will comfortably fit your desired number of guests while also staying in compliance with code.  What does the venue include?  Will you need to bring in staff?  Is their any way to collaborate with the venue in order to receive a discount in exchange for marketing or some sort of trade utilizing your company or business?  Everything is negotiable people, everything!

5. Create a theme!

• The fun part!  Your theme can brand your entire event from the invitations, photo booth strip design, décor, and so much more.  The food and drinks can all be customized to whatever theme you choose will coordinate best with what your event represents.  The more creative you can be with these details, the more appeal your party will have to guests.  If you are not up to the task at hand find someone that is!  You will greatly reduce the number of no shows if your guest list is enthusiastic about partaking in the actual event.  Figure out a way to entice them.

6. Promote the event!

• Now that you have all of the required information it is time to promote the heck out of the event!  Email save the dates and invitations, as well as mailing out physical copies as well.  People have gotten rather savvy with sifting through the endless junk emails they receive so it may take you several attempts to send the invitations before they are actually seen.

•  Take to social media as soon as possible so you can get the ball rolling and start spreading the news.  Even if the event is 6 months out, mention it asap and continue to follow up throughout the months with information regarding the event.  For example you can tweet or post on Facebook something like, “Only 2 more months until our Meet and Mingle Happy Hour!  You won’t believe the surprises in store!”  Keep mentioning it as the date gets closer and be sure to email out reminders and maps so you can be sure guests will arrive!

Follow these 6 tips and ideas and your business event planning will be a breeze! Don’t forget to call our Chicago area Photo Booth of the Stars office today at 815-975-8762 and reserve your date!

Photo Credit:  Kristin Teig, Pinterest image Uploaded by Madison Brown, Pinterest Image Uploded by Seasons 52, Photo Via Post Ranch Inn, Image via Woman Unleash Your Potential

Author: L. Fulton-Events by L