Planning Office Parties Corporate Event free Planner for Receptions Socials Picnics

Business socials and entertaining are an important aspect of public relations, company recognition, employee morale and further business opportunities.

The process of planning any event involves having a list and some forethought. Most planners thrive on lists and sticky notes. It can be as simple as food, table decorations, gifts and invitations. Accommodating your guests, creating a theme, and properly presenting your main table is also important. If you were to role-play the entire event out in your mind, in advance, you would be able to capture vital details needed, how you serve your food, convenience for your guests and how to prevent disasters. Put some thought into the nature of the event. If it is a bridal tea, perhaps the inclusion of time-honored traditions could be included. If you are planning a retirement celebration (or fare-well event), the convenience of paper and plastic goods might be in order. Even so, add a touch of individuality for the person that you are honoring. Most recognition events will concentrate on cake, punch, coffee and gift. The focal point should be on the table. This would include table covering, proper buffet-style setting, centerpiece arrangement, and food. Even a simple event should be appealing to all. Don’t forget to accommodate the comfort of your guests. Assign someone to make a small presentation and see to it that you have a person or persons to work the food table. The planner sheets in this site will help provide you with many options and ideas. Choose the most appropriate for your event or celebration. Know that etiquette isn’t just for parties and socials. Etiquette crosses over into the areas of business meetings, ground-breaking ceremonies, visitors in your reception area. Etiquette is simply “the rules” of the occasion. These rules help others in knowing what is expected so that they will feel comfortable.
The business world can have specially engraved invitations on the traditional ecru or white heavy card stock with the logo embossed or less informal invitations on decorative paper. Depending on the event, the selection of invitation styles is important. The invitation should include the name or names of those hosting the event, such as the executive, organization’s director or board members’ names. It should specify the type of event (reception, breakfast, dinner lecture, or in honor of someone or something). For special dinners, open house and banquets, etc., it is appropriate to include a receiving line at the door (receiving lines are not just for weddings!). Those hosting the event such as the CEO and supervisors can have this role. This is also a great business-building tactic. Likewise, it is important to build rapport with the guests and to be able to wave him off to other associates, the food table, the bar or other areas. One should also consider those in the receiving line to wear name badges. These greeter’s will make sure that each guest or attendee feels welcomed and are wanted at the event.

Types of Business Socials
After-Five Mixers
Wine, Cheese & Fruit Social
Private Dinner Parties
Company Picnics
Holiday Feasts
Retirement Reception
Festivals & Carnivals---Fund Raising Events
Open House
Ground Breaking
Ribbon Cutting
Candidates Forum

Business Social Functions
When hiring an outside consultant is not possible, the event coordinator may be a member of the organization. The person usually most responsible for coordinating socials for the business or department is the executive assistant. In this role, you are at the front line of being the representative for your company where your demeanor must be appropriate. Use the planners guide lists from different parts of this web site in order to accomplish your task. You can gain many valuable ideas in enhancing the image of your company through the social event. Planning and organizing is the key. Determine the atmosphere of the event. If the social is for prospective customers, consider a warm, simplistic style which will capture your targeted group. For the “power meeting”, add more simplicity and elegance. Check out other planning worksheets on this site!

Things to Consider for an Office Party
Budget, money collection and financing
Theme
Catered food or pot luck (send around a sign-up sheet)
Day of week and convenient time
Location (off-premises, co-worker's home, other setting)
Send out a memo or specially made invitations
Exchanging of Gifts, Bring a gift for a worthy charity, "white-elephant gag gifts",
special recognition certificates
Party games, roast, speeches or employee talent
Assign party monitors and helpers to set up and clean
Consider safety and designated drivers if alcohol is to be served
Consider having guests, spouses and special company guests attend
(get name tags)

Are you the Office Social Planner where you Work?

In-House MEETINGS
Meeting appointments are productive opportunities to gain accomplishment, set out goals, and to distribute work assignments. The leader of the meeting should arrange a time that will ensure attendance by all vital persons. Most meetings can be productive in an hour with a group setting. If key information is best disseminated in small, groups of people, then you might consider this. Encourage all attendees to be on time. Start your meeting on time, even if you have stragglers. Set a structure in advance. Planning an agenda will allow better organization and will communicate to those in attendance the purpose of the meeting. Let the group know that the meeting needs to close at a certain time. If the meeting is for the purpose of generating ideas, have participants limit themselves to a certain amount of time so that others can participate as well. Some topics are best discussed with some on an individual basis. It could prove to be more efficient when scheduling a certain day and time. Be sure to be on time yourself.

Tips for Selecting a Speaker or Guest Trainer
1. Determine the date & time
Select a universal date which does not conflict with holidays, local events and major celebration months. Begin your search for the speaker as soon as possible. Some trainers are booked up to a year in advance. Determine the time allotments involved and be flexible if need be.
2. Budget
The amount of time or days that you need a speaker for will determine the amount of fee payment required. Budget the amount your group is willing to pay. Also consider travel (mileage or airfare), lodging, meals, entertainment and other personal attention. Also take into consideration the fact that your are paying a fee for the speaker's research and preparation time as well.

3. Utilize your resources and contacts
Search for qualified speakers through the pool of associations and network organizations. Ask colleagues and associates for referrals or suggestions. Contact a speakers bureau organization. Use the internet as a source. From these areas, determine the speaker's specialization area. They may be able to offer other topic suggestions.

4. Determine the needs and required training levels
Your attendees may have required training needs in their field of expertise. You may just need a keynote speaker, after dinner entertainer speaker or a two-hour trainer.

5. Type of Speaker
Remember that high fees do not always guarantee a quality presentation. Many in the field are excellent resources of information, with quality presentations. Determine your audience's needs to best serve their needs and match up the appropriate speaker. Investigate the speaker's knowledge of the topic or subject.
6. Assess your Speaker Candidates
Ask each candidate questions pertaining to their field of expertise, their presentation goals and objectives, and accomplishments. Most likely, the speaker will ask you of your expectations and class objectives. Find out if the speaker has addressed similar groups. Request a copy of sample course outlines, their curriculum vitae, and any videos that they have produced.
7. Peace of Mind
Your success is in selecting the right speaker or speakers. Make sure that their presentation can be customized and tailored to your needs.
8. Contract
Set out a letter or contract specifying the arrangements, the fees, and your expectations, travel, meals, payment terms, etc. Ensure that all is clearly outlined out.
9. Speaker's Needs
Determine, in advance, the needs that your speaker may have. Ask what types of audio or video equipment is needed. If the speaker sells products, make arrangements for approval of such and the stipulations that you have. Inform the speaker about your group or organization. Send the speaker items such a brochure, newsletter, business cards of key personnel, and web site address. Let the speaker know the type of audience that they will be addressing (i.e. managers, professional members, health care workers, etc.)

10. Lastly
For the comfort and management of all, arrange the training room suitable to the needs of the speaker and the attendees. Check on tables and chairs; lighting; room temperature; break food items; equipment needs, electrical outlets; and, registration table requirements. Make assignments to individuals who may be in charge of handling certain items. Have your attendees evaluate the performance of the speaker/trainer and of the overall event.
Learning Styles & Attentiveness for Seminars
For any small or large group meeting or training program, certain elements exist for the attendee. The comfort of the room will determine the extent to which a person will absorb the presentation. Other factors to consider is the room layout. If the area allows distraction by others, then the learning environment will be greatly reduced.
Other factors to consider include:
· Noise Level
· Layout of tables and chairs
· Versatility of media and teaching tools
· Number of breaks allowed in the session
· Audio
· Audience facing away from entry doors

The basic learner comes in three modes:
· Those who learn by auditory senses
· The visual learner
· The Active learner

Many studies have proven that learning comes from all three styles. By using a combination of visual aids, lecture, and group learning exercises, the attendee will gain more from the material and obtain an enjoyable learning environment. Visual aids such as the overhead project, a videotape, hand out materials, and charts, add to the participation level of the visual learner. For those who are "doers", the active leaner gains more by participating in a role modeling exercise, a small survey-test, or break-out groups. The oral learner is complacent enough to sit through the meeting or the seminar and gain valuable information. However, there is a much lower percentage of these "oral learners" in your group or audience. For this reason, it is important to utilize a combination of methods and activities.

The layout of the tables is also very important. For business meetings, the "U-shape" design allows for adequate visual of all attendees. The U-shape is also excellent for building rapport between the trainer and the trainee. Movement inside the U is easily attainable and welcomes active participation.
In larger settings, schoolroom style is used and the tables provide additional comfort for the guest. Where space is limited, the theatre style arrangement may be necessary when expecting a larger group.

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Business & Company Social Events