If you manage a busy office, you might be in charge of a wide range of tasks, including party planning. Unfortunately, planning each detail of a party from start to finish can be incredibly time-consuming, and many office managers just don’t have the time or resources to dedicate to the project. Luckily, working with a professional business catering and event planning company like Tucson Creative Catering can make the process stress-free. Here is our step-by-step guide to planning an office event, from hiring a catering company and choosing the menu to making sure everyone has a great time.
Determine the Scope, Purpose, and Theme of Your Event
Before you begin planning an office party, you need to determine the scope and purpose of the event. Start by holding a meeting with key personnel in the office, like your boss or management team, and the heads of all departments. Clarify the event’s purpose, goals, and objectives. Get approval for the number of attendees, the dress code, and the menu (including whether alcohol will be served). Nailing those details down will also help you develop a theme for your event. While a theme isn’t absolutely necessary, it will guide the other decisions you make, like decor, entertainment, and food.
Create a Company-Approved Budget
Next, create a budget for each aspect of the party. This includes invitations, decorations, entertainment, food and drink, venue, and anything else you can think of. Breaking your budget down into each area will make it easier to plan.
Finalize the Guest List and Location
Once you have a budget, you can finalize the guest list and find an appropriately sized venue. You should also take the time to find out each guest’s dietary restrictions and how many children may be at the party. This will help you plan the menu and entertainment.
Create a Checklist and Timeline
When all of the details have been finalized, you can create a checklist of crucial to-do list items leading up to the event. You can then create a timeline, working backwards from the event date, and set deadlines for each task. Some important tasks to consider are hiring a caterer, scheduling a band or DJ, booking vendors, sending out invitations, and coordinating transportation.
Invest in Event Planning and Catering Services
If your budget allows, consider investing in event planning and catering services. Working with an event planner will help you coordinate party details and logistics and ensure nothing is overlooked. You can also free up time to focus on other aspects of the party or deal with the day-to-day requirements of your job.
Develop an Event Program
Draw up an event program that outlines all of the key moments that will happen throughout the event, along with projected timelines. This will help you control guest traffic, plan arrival times, and create contingency plans.
Finalize the Catering Menu
Decide whether you want to have a buffet-style meal or a sit-down dinner, if you want to serve cocktails and appetizers, and how serving food and drinks will fit into your overall event program. Work with the catering company to design a catering menu that reflects the theme and purpose of the event, aligns with your budget, and accommodates dietary restrictions and allergies.
Get Everything in Writing
When working with caterers, event planners, entertainers, a venue, and vendors, make sure to get everything in writing. This will protect you and help you avoid misunderstandings.
Confirm Details in the Weeks Leading Up to the Event
In the two weeks leading up to your event, confirm details with everyone involved, from the guests to the serving staff and cleanup crew. This will streamline the event and make it easier to stay on schedule according to your event program. You’ll also have more time to put a contingency plan into effect if you catch a problem early.
Create a Contingency Plan
Create contingency plans for all major aspects of your event. This includes planning for a change in venue, entertainment, and food, as well as changes to the timeline or schedule. Without a contingency plan, even a minor conflict can snowball, threatening the success of the entire event.
Tucson Creative Catering can be your partner in company catering and event planning services. We handle everything from small office lunch catering needs to large-scale corporate event and gala planning. Let us help you plan a stress-free event by providing assistance with the venue, party rentals, entertainment, decorations, and menu. Call us now or contact us online to request an estimate for corporate catering services in Tucson, AZ.