Corporate parties are planned for various reasons. It could be to celebrate a good profitable year, the company’s milestones or anniversary, employee’s achievements that have resulted in or converted to growth for the organisation or even to celebrate a common festival. Planning a corporate party can be a daunting task if one is not organised. Therefore, it is best to start planning early. Begin by making a list of things to do. Organise it in order of priority. Then tackle one thing at a time. It is a time-consuming process, therefore, it would be wise to start with the tasks as soon as possible, Below is a checklist to help you organise a successful corporate party.

1. Budget

Firstly, it is crucial to determine the budget available for the party. Allocate the budget for various aspects depending on priority. Refer to your list. Remember to set some portion of the funds aside to take care of unexpected expenses that can possibly arise at any time during the party or planning process.

2. Date

Fix a date that is convenient to the majority of the guests. It is never possible to please everyone. One way to achieve this is to select a few “probable” dates and take a consensus among all for a common convenient date. It is essential to ensure that the dates are convenient to key members whose presence is necessary for the event. In addition, it is necessary to fix the date in advance to facilitate arrangements and venue booking. Booking a corporate event venue in Mumbai can get a little bit difficult during season time.    

3. Hire an event planner

In case you do not already have a team that is handling the arrangements for the party with you, it would make things a lot easier to hire an event planner. Finding a good event planner in Mumbai is not difficult with hamaraevent.com. At least the majority of the responsibility for the execution of the planning can be borne by the event planner while you can coordinate with him to ensure everything is in order.

Book the best private party venues in Mumbai.

4. Venue

Book a venue keeping in mind the number of guests and the location. Would it be convenient for all your guests to reach the location? If not, what alternative arrangement can be made? Find out whether other facilities like the PA system, stage, and Wi-Fi is available for your use during the party for the speeches and presentations (if need be). Ask the venue coordinator about the level of service provided at the venue. When selecting your venue also find out if they provide catering facility. Do not forget the aesthetic aspects of the venue. Read more about essential tips for choosing the right party venues in Mumbai.

5. Theme and decor

Once you have decided on the kind of party you want to host you can plan the theme and decor accordingly. There are many interesting and fun themes for corporate parties to choose from. You can opt for a masquerade theme, 1970’s theme, Bollywood theme, gangster theme, disco, jungle theme, Casino theme, Caribbean theme or one of the many that you can find online or just think up of something crazy and fun. Keeping in mind that the decor will complement the theme, talk to your decorator about the theme and decoration requirements.

Find the ideal meeting venues in Mumbai.

6. Dress code

Plan the kind of dress code you would like your guests to follow. Depending on the kind of party – formal or informal – and the theme, you may request a certain dress code to be followed. This information could be relayed through the invitation cards.

7. Food

A very important aspect of party planning is the menu. The success or failure of a party can be dependent on this factor. Therefore, plan your menu carefully. Connect with a reliable caterer. Discuss the kind of guests you are expecting and the menu options possible. Are there any special dietary requirements of any of your guests? If possible, taste the menu before making a decision. Plan and arrange accordingly for table dining or buffet system. Find some creative party menu ideas on our portal.

Find and book best private party halls in Mumbai.

8. Drink

Set the right mood with a refreshing welcome drink. Understanding your budget, the weather, time of the day, menu requirement and guests in attendance plan what drinks to serve and how to serve them.

9. Music

Music is synonymous with parties. Ensure that your DJ has been given a brief of the kind of music to play and he understands the guests he will be playing for. In case you require music for any of the activities of games do let him know in advance.

10. Entertainment

Entertainment of various kinds can be arranged. You could have a magic show, karaoke, a folk/classical/retro dance performance or even a skit enacted by your team members. Read more on how to make your corporate party a success.

11. Speeches and awards – MC and speakers

Any speeches and awards to be given in the party need to be kept short and early on in the evening. Everyone in attendance would rather have fun at the party than to have to listen to speeches.

Book the top party venues in Mumbai.

12. Photography

One would do well in engaging a professional photographer in covering the event. On one hand, you can be assured of getting good quality images, as he will have the right gear for the job. Secondly, you do not have to worry much about getting the right images once you have discussed with him about your requirements. A good photographer is able to put your guests at ease in front of the camera. In addition, you will end up with the right mix of posed and candid pictures.

13. Security

For peace of mind, it would be advisable to arrange for security at the party. They could be suitably dressed to blend in with the crowd and ensure complete control. Uniformed guards act as a visible deterrent, and offer services of perimeter checks and invitation list checks.

14. Transport and logistics

Keeping your guests comfort, your budget and the venue location in mind, decide whether you will need to make transport arrangements for your guests. Take care to ensure they have transport facility to get back home as well. You could help with the numbers of taxi services for that time of the day or night.

15. Timeline

Create a timeline for the party detailing every activity. Share this with your associated vendors and event coordinators so that everything takes place as planned

Easy and quick online venue booking at hamaraevent.com

16. Invitations

Your invitations can be designed as per your theme. Whether to print and send paper invites or e-invites is totally up to you. You could request for the mention of dietary requirements through the invites.

17. Table plans and seating arrangements

Make adequate and appropriate seating arrangements. If it is a sit-down type of dinner, take care to ensure it is easy for everyone to find their places. You could seat the guests as per their teams or mix them up to encourage mingling.

18. Event insurance

Event insurance is an option you can consider for your peace of mind. Problems and issues like cancellations, accidents, damage and fire can be covered in your event insurance.

19. Feedback

Lastly, do not forget to take feedback from your guests. It would be helpful to know what they enjoyed and what can be improved when planning the next party.