Professional Party Planning Tips for Corportate Events

One of the hardest events for most people to plan are corporate events. Even smaller events, for less than a couple hundred people, can be a real challenge if you are not a professional party planner. However, here are fifteen tips you can use to make your corporate party or corporate event a success:

Tip #1 Always take the time to plan ahead. If you will be renting a special venue you will need to secure it as far in advance as possible. Some places can book up even a year in advance. By finding your venue early, and placing your deposit, you can ensure that you get the venue that you want.

Tip #2 When you are planning a corporate event you need to set a very strict working budget and then make sure that you have extra cash for the unexpected expenses. You can be sure that every event will have some unexpected extra expenses, that is just simply part of planning an event.

Tip #3 If you have contracts, agreements, lists, or seating charts, make sure you keep extra copies of them in case they are misplaced or lost. Copying them is very simple and quick and can really save you later on if you loose your plans.

Tip #4 Make sure you send out your invitations at least 3 to 4 weeks ahead of your event. In addition, make sure that you ask your guests to RSVP so that you know how many people will be attending.

Tip #5 If you are creating a seating chart for your event, you can either set it up completely randomly or work with someone else in your company to come up with the best possible scenario.

Tip #6 If you want a good attendance at your event, it is a good idea to schedule it earlier in the week or a long way away from any major holidays. People tend to vacation over holidays and often have plans on weekends, making Friday and Saturday bad days to have a business function.

Tip #7 It is important to know when to use a theme and when not to. A child’s birthday party is an appropriate time to use a theme, while a corportate event requires much less of a theme and more plain elegance than anything else.

Tip #8 When you are having a business event, keep the music mellow and something that everyone can enjoy.

Tip #9 If you will need equipment such as microphones, projectors, speakers, a video camera. etc… you want to make a list of the things you will need and make sure that you also have someone on site who can fix any techinical problems which may come up at the event.

Tip #10 When you are planning an event, especially a large event, make emergency and contingency plans in case of disaster, illness, or any other emergency.

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Tip #11 It is important to take into account the special accommodations which will be needed by any disabled attendees. If you do not know what someone will need, you can always simply ask them. They will be happy that you cared enough to ask and understand that you didn’t have any other way to get the information.

Tip #12 If you are planning a very large event, you might want to take a project management approach to it. Use a master plan, and delegate tasks to others where you reasonably can.

Tip #13 If your event will be longer than two hours, your guests will expect at least a snack to eat. You should have a meal if your event is longer than four hours. At all times, you should have at least water and coffee available to your guests.

Tip #14 Communication is a major key to the success of an event. If you are using vendors, make sure they have very clear and specific instructions of what you are expecting of them.

Tip #15 Whenever you plan an event, make sure you take things like transportation, parking, etc… into the equation. The last thing you want is for your guests to have to walk a long way to the event or to go home because they couldn’t find a place to park.

Reducing Stress Through Time Management

Being disorganized is one of the common causes of stress. Time management is the key to organize your work at home and at the workplace, thus lessening the stress you may feel. Prioritizing the most important job and writing down you duties and activities everyday is the proper way of managing you time.

Keeping a diary or journal, where you can list down your objectives, can help you assess which duty must be done first and the estimated time you can accomplish each activity. Having a schedule can also help you provide the reason when your boss gives you unreasonable tasks.

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If you feel you are going to have another busy day either at home or at work, always write down you tasks. Will you do the grocery first? What time will you pick up your kid at home? Sometimes, giving time even to tiniest task for the day can provide you time allowance to perform your other task. You must learn to prioritize to successfully beat stress.

Everyday pick the most important task you need to complete and finish it. If you are new in making lists, never put more than five things in your list. That way, you are more likely to finish all your tasks for the day, and provide you the feeling of accomplishment and greater sense of control. Then, by the time you are getting the hang of things, move on to making your second five-item list.

Learn to delegate to lessen your work. Sometimes, there are days where you think you have too many things to do but have so little time. During these days, make a list of the things that you can delegate to family members or co-workers. By delegating, you can surely avoid stress from building up.

In the workplace, learn to say no when you find yourself in the situation where you cannot handle anymore task than you already have. There are others who cannot fully assert their own capabilities and ends up being more stressed out than others who know their limitations.

These people also often end up having even more things to do. If you are having the trouble saying no, starting small is always the best choice. In events when you have so many things to do and your boss asks you to perform even more tasks, give your boss the choice of what thing he will allow you to do first.

Tell him that you cannot perform the task he asks you to do without giving up your task at hand. Even bosses can take the hint. At home, ask your husband or wife to make their own sandwich if you cannot find the time to do that for them or ask your daughter if her friends can give her a ride home after soccer practice. All these simple requests to others who ask so much of you can help you in lessening the stress that you can encounter.

Other Time Management Tips

People who are perfectionists often cannot help it if they feel stress at the end of each day. If you are a perfectionist, prioritize the task that needs meticulous attention to detail and finish it first. Always accomplish the items in your first list first before moving on to the second. This way you can avoid jumping from one list to another.

Everyday, remember that you need time to rest and relax for a while. Include in the list your work breaks and as much as possible, to things that would physically and mentally take you away from you work. Lastly, try not to make major decisions when you feel overworked or anxious.

 

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Organizing Your Professional Speaking Presentation

presentationYou may have just been asked to make a presentation by your boss or maybe, you’re starting on a new professional speaking career. Whatever the case may be, starting your presentation means you’ll have a ton of details to organize into a relatable format for your audience. Here are some tips on how to do just that.

One of the most difficult aspects of making your presentation is getting started. You may be feeling overwhelmed even if you’ve been working with your materials for years. Maybe you’re looking for a way to simplify your research process. In any case, the first step is to jump in there and get started.

1. Research your material. Collect and read as much information as possible. Make some notes and also look at the validity of the information you are collecting. Is the information outdated? Is it relevant to the actual subject you are going to talk about? Start by taking notes and highlighting potentially key points of your presentation.

2. Once you feel you’ve gathered enough information to present, review your notes and select the information you are going to present. Look for key ideas that support the purpose of your talk. Decide how deep you will go when presenting your information? Consider your audience. What do they need to know to take action on your subject? How much detail do they actually need? Consider also, the length of the time you’ll have for your presentation.

3. Organize your key ideas into an outline form. Start with the key points you will make and add two to three supporting elements to it. When you speak, you will be leading your audience from point A to point B. You’re taking them somewhere even if it’s only in their minds. Does your outline show a path to take? Is it relevant? Adjust your key points until you do lead your audience to where you want them to go.

4. Decide how you will present your organized information in your presentation. What visual aids can you use to strengthen your points? Is there data or research that you can bring into your presentation? How can you vary the delivery of your message? Your presentation will be more interesting if you do more than just talk. People can easily tune out of your message especially if it’s during a meal or immediately following one.

5. Organize your presentation outline to incorporate your visuals and method of delivery in your presentation. Review what it looks like on paper. Your outline is like your map for success. Is your map clearly defining the information you want to say? Are there any weak points were the information is not as strong as you’d like it to be? If it’s not, revise and review and keep doing this until you get your map the way you want it to be.

Organizing the material for your presentation is a process. As you take your audience from lack of knowledge to having knowledge, your background work is to create an outline map of your journey. This map is the key to your success and the only way to be successful is to have a plan of action. Start today in creating your map of success!