Year-end functions provide an opportunity for management to thank their employees. We asked the experts what it takes to create a memorable and enjoyable event.
Year-end functions are important – they are a celebration; they let staff know that management appreciates them and all they have done.
‘It gives staff the opportunity to come together no matter what the difficulties and pressures over the year have been and find common ground and a sense of belonging,’ says Michael Collyer, CEO for CLA Brand & Event Engineering.
The event practitioner needs to use the year-end function to create a platform whereby company successes and staff can be celebrated as well as keep staff motivated and inspired for the new work year.
Being budget conscious and cost-effective is everyone’s brief. Despite a tight budget, there are ways to make an event memorable and enjoyable.
THEMES
For the management team at Vanila Exclusive Event Management, Emma Branson and Kim Gloyne, the best way to keep staff talking about their year-end function is by having a theme. ‘From colours, cowboys to the classic Great Gatsby theme, year-end functions that make use of themes are proving quite popular,’ says Gloyne. ‘A theme is the golden thread that ties the food, entertainment, decor and gifts together,’ adds Branson.
DOWNLOAD: 9 WAYS TO ENSURE YOU GET THE MOST OUT OF A YEAR-END FUNCTION
ENTERTAINMENT
No year-end function would be complete without entertainment. If your client has opted for a theme, select entertainment that complements it. ‘It is always fun to involve guests – make them dress up or perform or compete in a quiz or whodunnit,’ says Collyer. ‘Just remember that this takes time and effort to organise.’ When deciding on what type of music to play, various things need to be taken into consideration. With more and more millennials entering the workplace, long sets of entertainment that require people to sit and watch have become outdated. For Collyer, ‘A good DJ is far more effective entertainment than a cost-effective band. On the plus side, a variety of music can be played, which will keep all your guests on the dance floor.’
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THE SKY IS THE LIMIT
If budget is not a concern, consider giving your year-end function a boost by hiring well-known personalities. ‘If you hire celebrities or well-known comedians as your emcee and famous bands as your entertainment, your event will have that wow factor,’ says Branson. Gloyne adds, ‘Make sure that whoever is booked echoes your client’s company values and will be enjoyed and make the staff feel comfortable.’
HIDDEN COSTS
As with all events, there are bound to be hidden costs. To avoid these costs, Collyer advises that you find out about the following:
• OVERTIME If people are having a good time, they might want to stay longer. This means overtime costs. If you suspect that the celebrations might go on longer, work overtime costs into your budget or negotiate with the venue for longer venue hire.
• STAFF TIPPING Even if you are fairly conservative with your tipping, this cost will definitely add to your final bill, so make sure you factor this into your budget.
• RIDERS If you are going to hire a live band or personality, ask what is included in their appearance fee. Most often travelling, hospitality, as well as technical riders (for the band) are not included.
READ: 6 WAYS TO SAVE MONEY WHEN ORGANISING A YEAR-END FUNCTION
RECOGNISING TALENT
No matter the type of year-end function a company is having, Collyer urges its management to understand that a year-end function is about giving thanks and paying tribute to their associates and workforce for all their hard work throughout the year.
‘It’s about recognising talent in your business and showing appreciation for employees’ efforts,’ he concludes.
