As the Human Resources Manager at Baudville, I have the privilege of leading our Spirit Team which is a group of employees from different departments who plan our company events. And we have a lot of events! Our annual picnic is what employees really look forward to in the summer. We hold it in the evening at a local venue, like the zoo or baseball park, and employees can bring their families. We provide dinner, entertainment, games, and prizes – of course we have to have prizes! But an event like this doesn’t come together over night! Our Spirit Team puts in lots of hours planning and preparing to make the event success. We want your event to be great, too, so I’m going to share six my tips for planning a summer event that you can use in your organization.
#1 Work with a Team
When it comes to planning events, the most important tip is to work with a team! An event requires a lot of work - it can be overwhelming for one person! Recruit a team of employees who are enthusiastic about events. You can share the workload, generate more ideas, and have more fun in the planning process, too! Remember to recognize your team throughout the event planning process. Express your appreciation by writing a thank you note and leaving it at their desk, or posting a Shout Out in their honor.
#2 Encourage Early Registration
In order to have a good turnout at your event, be sure to share the date, time, and place far in advance. Mention the date of the event at a meeting and follow up with an email to everyone so they have a record of the information. Then, it’s never too early to start taking RSVPs. We send out an email to the entire company more than a month in advance that clearly states the details of the event and extends an invitation to their family. Be sure to give a deadline for your RSVP. Having a clear idea of how many people are attending will make it easier for you to plan for food, seating, and prizes.