Top tips for planning an end of year function
Summertime might be the furthest thing on your mind right now, but before you know it, the end of 2017 will be upon us. Tell-tale signs like Christmas jingles on television, shopping malls decked out with festive decorations and inboxes stuffed full with end of year function invites. If our experience in the events industry has taught us anything, it’s that planning ahead is the key to a successful event. And while sun-soaked days are still a little way off, it’s never too early to begin planning an end of year function that’ll delight your guests.
Define your event objectives
Many companies unwittingly end up holding year-end events that try to accomplish several objectives in one go – and the result is a confusing jumble of speeches and an agenda that goes on well past midnight (and not in a fun way). As with any event, clarifying your objectives should be done before anything else. Do you want to let your staff let their hair down after a year of hard graft? Do you need to recap your company’s performance for the EXCO board? Do you want to woo prospective clients? Whatever your event goals are, make sure you keep them at the forefront of your mind as you get into the nitty gritty of the planning phase.
Make sure your event is guest-appropriate
Your end of year function needs to be designed around your guests. A bring and braai might be a financially savvy idea if you’ve got young staff members who’re in their first corporate job, but it’s hardly appropriate for prospective clients you’re hoping to woo. In the same vein, having a black tie, four course gala dinner isn’t likely to be met with delight by employees who just want the chance to sidle up to their office crush, fuelled by the bravado of Savanna Dry.
Consider holding your event prior to the festive rush
End of year functions are a dime a dozen, and as corporates scramble to secure venues and vendors, options dwindle faster than you can say “open bar”. However, this bottleneck doesn’t have to put a damper on your event if you buck tradition and hold your event before everyone else. There’s no hard and fast rule that says you have to have your event in December, so why not take advantage of having your choice of suppliers and schedule it before the silly season. An added bonus, you won’t have to pay premium prices for coveted venues, and your attendance rates are more likely to be optimal.
Don’t forget about social responsibility
End of year functions are more than a celebration – they’re an opportunity to reflect back on the past twelve months. And while a stellar sales record and superstar staff who went over and above are definitely cause for a celebration, they’re also a reminder of the people and organisations whose hard work often goes unrewarded. Consider allocating a portion of your budget towards a charity drive or social responsibility initiative, or, even better, get staff involved in the process. (While we’re on the subject of responsible event planning, don’t forget to factor in the effects of a booze-fuelled event on your guests. If you’re planning on plying staff or clients with alcohol, make sure you’ve also supplied them with a safe way to get home.)
Balance expectation with delivery
Ever arrived at a function that’s been hyped up for weeks, only to be left gravely disappointed? That’s the last feeling you want to convey to your guests, whether they’re clients, EXCO members or employees. This balancing act requires just the right amount of anticipation (facilitated by Save the Dates and invitations – and if appropriate, a social media campaign) – and a final ‘product’ that at a minimum, meets this expectation, and ideally, exceeds it. Achieving this is a whole lot easier when you’ve got a team of expert event planners on your side.
Make sure that your end of year function does your brand and guests justice by contacting us to find out how we can help make your event the best one yet.
