PLAN WELL, THEN PARTY
WORKPLACE Ensure a smooth ride for the
company EOFY celebration until you get to pop the cork, advises specialist writer Djaafar El Ghazi, who is also founder of corporate gift company Luxury Promotion.
IN THE COUNTDOWN to the end of the financial year, companies are evaluating their fiscal achievements and looking forward to closing the trading year with a celebration as a token of appreciation for their hard-working employees. Organising such an event usually falls into the lap of EAs and
PAs, who would be smart to be prepared and take the initiative by addressing the topic with their team and boss well in advance. Don’t wait for tasks to be thrown at you at the last minute. Now is the time to start planning this event to ensure a smooth ride until you get to pop the cork. When organising an EOFY event, you face five core questions: when, where, who, what and how?
WHEN As the lead-up to the end of the financial year is a busy time at every level within a company, liaising internally with various departments and staff members to choose the date for the event can alone be a challenge. Set the date as early as possible. You will often face the issue of not being able to make everyone happy as staff members may be on annual leave or have other arrangements. But if you manage to fix the date few months ahead, other departments can work around your schedule. Angela Betteridge, executive personal assistant to the chief
executive of Tatts Lotteries, explains her approach: “I like to make contact with the various department heads to check for any particular dates that might clash with work deadlines, and try to keep everyone happy (practically impossible!). I find that holding the event on a Thursday evening usually works best as on Fridays people usually try to get away on time in preparation for the weekend.”
WHERE If you are set on a particular venue, its availability might define the date of the event. If the date is more crucial, set it first then choose a venue. Somewhere close to the office would be ideal. To be more flexible about the party theme, book a space that can be used for any type of event, from set dining to a dance floor with a band. Elissa Holmes of
TheVenueZone.com.au has a four-point check
list... “Location, location, location: is it practical, accessible and
convenient for the attendees? “Amenities: have a checklist of everything you need, and don’t
assume the venue will have it. “Price: shop around and find the best value for your spend.
Using a venue-finding service is the new black – why would anyone do it any other way? “Appeal: is there brand parity, does the venue have the right atmosphere, is it to the standard your delegates will expect?”
WHO Perhaps the guest list is the easy part – you are probably limited to inviting only staff members. Your numbers are pretty much set. The hard part is to ensure that they attend and getting your final numbers right. This means RSVPs are essential. This is vital information that affects the choice of venue, catering or gift requirements.
WHAT Each event is like an individual. Events vary in style and type, and choosing the theme of the event will be your responsibility.t
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