For every company, big or small immaterial, corporate events are treated as important landmarks of their achievement. They are judged in the industry on the execution of these all-important events. Every event organizer and event manager has to face many obstacles while organizing any event. Especially, when it comes to a corporate event, the requirements are quite specific. You need to stick to a certain brief. Corporate events represent your brand in a big way. They are out there, open in the public. These corporate events go a long way in building brand equity and trust for your brand in the minds of the general public, as well as employees.

While organizing every corporate event, there is a big question of human resource. Where to get the giant manpower that is required to execute a flawless and immaculate event? We will let you in on an open secret. Finding it difficult to find manpower? Why not dig into to your office, and there you have it. Hundreds of your own employees. Why can’t they participate in the event?

We know it is difficult, nearly impossible to encourage employees to take part in the organizing of a corporate event. Worry no more! Here are some tips to involve your employees in planning of your corporate event.

1) Orientation program

Planning a corporate event can be quite a task, especially when it comes to large scale conclaves, high profile meetings, etc. You have to find a perfect and centrally located venue for the event, get the right dates on which all the potential attendees are available, arrange for food and refreshments, projectors, etc. You can always book the venue for corporate event on HamaraEvent.com. All these tasks need lot of manpower, on as well as off site. You need co-ordinators, buyers, volunteers, technicians, helpers, etc. As you have planned to involve your staff in the planning of the big and important corporate event, the first thing that you need to do is inform them properly and in detail. At least 2-3 weeks before the date of the event, is when you will start planning for the corporate event for your company. We suggest that you involve your team right at this stage, by conducting a simple orientation programme for them.

2) Teams and targets

Once your employees are properly informed and well aware about all the aspects of the corporate event that you are planning for your company, the next task is to create teams amongst the employees. As mentioned earlier, there are multiple tasks of different kinds that need to be completed on time and with accuracy for the success of any event. While creating teams you need to be focused. A simple way to do it is task by task. Take a certain task, for example, arrangement of food and refreshments. First you need to decide how many people are actually needed to complete this task. Once you have a number in mind, then decide who all amongst your staff would be capable of carrying out this task. There, you have your team. You would need a team for almost small thing, of course except booking your venue. That you can do through HamaraEvent.com. While creating teams try to mix and match according to the competencies of particular employees.

3) Smaller delegations, larger interest achieved

Now that you have your teams, and you have given them tasks, make sure you keep a tab on every team. None of the teams should lose perspective or orientation while going about the event. Once all the pre-requisite tasks are completed, you will need delegations for the day of the event. Well, we are sure that you have some spare employees that haven’t been allotted any teams or tasks yet. Don’t make them feel left-out. That will be the worst mistake from your side. Every corporate event needs some on-call on-spot instant assistance from volunteers. For example, the travel arrangements, welcoming the guests, taking care of technical problems and glitches, monitoring all the plenaries and sessions, taking care of all the printed paperwork needed for the day of the event, etc. These are the small jobs which are equally important as they provide the necessary cutting edge feel to the event that every corporate event needs to have. We suggest, you create small delegations for these odd jobs. Remember the mantra, “Smaller delegations, larger interest achieved”.

4) Introduce online aids to your employees

We live in today’s Digital India. Everything from needles to cars to estates can be purchased, rented and sold online. Amazon, Flipkart, E-bay being the giants in the digital market industry, almost all small businesses are also opening their own similar e-portals where shoppers and customers to enjoy the luxury all conducting all transactions, sitting at one single location. Even shares are traded online. While you are surrounded by this digitally oriented market functionality, why to go traditional in organizing your event? Everything, yes, everything needed for organizing and executing a successful event can be done online. Venues can be booked on HamaraEvent.com, India’s most trusted online venue booking portal. All other requirements like food, transport, decorations, technical support can also be booked online. We strongly suggest that you introduce your employees to the readily available online aids for event venue booking, food, decorations, etc. in your orientation session itself. This will speed up the process of organizing the corporate event and make all the processes smoother.

5) Less interference, better results

The sole purpose of involving your employees in planning of your corporate event, making strategic teams, allotting tasks, developing on-site small delegations, etc., was to make your job, as the head organizer easier. Once you have allotted the tasks to different teams, relax yourself from sweating about the small staff. When you create a team, always remember to select a leader for the team. The team leaders will from like a high level committee that will report to you in each important step of the process of their particular task. For example, if you need an update on the food menu, to finalize it, you just have to ask the team leader of the team handling all food and refreshments arrangements. Being the head of the organization, there’s no doubt that you need to be updated about all recent developments, but try to stay away from the petty issues and leave them to the particular team.

That’s all folks! This was HamaraEvent.com’s guide for companies on how in involve your employees in planning your corporate event. The most important thing for your employees is appreciation for the work they have done. After the super success of your event do include all the employees in your thanks giving remarks and also write a mail to all those who helped later.

All the best of your corporate event from all of us at Hamara Event!