Without a doubt, end-of-year corporate events are the most important in the entire year – they’re a chance to wow clients as thanks for their support, as well as a way to show appreciation to hardworking staff. The pressure is on to create a jaw-dropping event that’ll be talked about long after the fact. Unfortunately, planning a year-end function can be fraught with challenges.
Too many event planners leave the planning of their corporate year-end functions too late.
We’ve seen this happen countless times: leaving the planning process until a few short weeks before the scheduled event only ever results in disastrous affairs. The best end-of-year bashes are those that have been meticulously planned far in advance.
Guests are bombarded with invitations in November and December, which means that if your event doesn’t stand out from the myriad of other corporate year-end functions that are no doubt happening on the same day, you’ll be left with dismal attendance rates. One way of ensuring that your event is well attended is to go against the status quo and have it before the official start of silly season. Planning a year-end function that takes place in late September or October is a great way of guaranteeing that the guests who count make an appearance. If your client is set on having their end-of-year function during peak event season, ensure that you send out save-the-dates well in advance (preferably, at the beginning of the year).
Unfortunately, guests are fickle, and will pick the event that entices them the most, even if they’ve already committed to another function. While a save-the-date sent timeously is a good foundation for your event’s success, the anticipation you build around the event will be the deciding factor between a full house and a party for one. Positioning your year-end function as an affair that’s not to be missed hinges on having secured the best venue, catering and entertainment – as well as frequent communication with guests prior to the event.
More and more clients are choosing intimate, smaller corporate year-end functions over the traditional, large-scale extravaganza. In order to provide their guests with a personal experience, many clients are eschewing big yearend parties and instead, hold smaller events that are far more personal. Luncheons, wine-tasting and high-teas are ideal replacements, and facilitate brand acknowledgement and advocacy due to their exclusive nature. Companies who opt for smaller soirees for their VIP clients then tend to throw bigger bashes for members of staff, where the chances of an inebriated employee embarrassing the brand is entirely avoided.
As a corporate event planner, it’s your responsibility to plan ahead in order to provide your clients with an event that’s the talk of the town. The number one thing guests want from corporate year-end functions? A chance to let their hair down. Unlike other corporate events you hold throughout the year, the end-of-year bash needs to be a celebration. The last thing guests want is to have to sit through a two-hour presentation, or listen to a talk on the brand’s success. Shift the focus from the company to the clients (the guests), and treat this function as a light-hearted, festive affair.
The RSVP Agency specialises in helping our clients to plan and create world-class corporate year-end functions – whatever the size. Our complete guest management software solution takes the nightmare out of managing substantial guest lists and check-ins. If you want to ensure that your events are slick, streamlined affairs that make the best impression on guests, contact us for a quote.
