Common problems faced when organising event! It’s that time of year again where friends, families and work colleagues are all getting together to celebrate Christmas, or company success or just using the festive season as a chance to get together and have a good time.
Whether your event is a Christmas party for 100 colleagues or a business meeting for 50 employees, there are some common challenges you will be faced with. These can be easily overcome with other ideas and work-round solutions, if you know where to look and what to do!
So, make your events a success, by avoiding the pitfalls and by following the advice below from Nicole Martin, managing director of Pinpoint Marketing Consultancy Ltd:
I have a limited budget, how can I keep costs down? As the recession talk heightens, here are some top tips in keeping an event cost down:
- If your event is intended to be purely social, this is not a taxable benefit according to the Inland Revenue (IR). If you then arrange to have some kind of training or add in some business matters to the agenda, this will be treated differently by the IR.
- Secondly, the Inland Revenue will not seek tax on the relevant benefit arising to each employee where the expenditure is modest. In this context Tax Offices will treat expenditure of up to £75 per head per annum as modest. This per head cost refers to the cost of the function, including VAT and any transport or accommodation provided by employer.
- Will you be offering food at your event, buffets can often be more cost effective than sit-down meals.
- Regarding entertainment, D.J’s are generally cheaper to hire than a band. Using the venue’s in-house/preferred D.J can is also cost effective.
- Hire a coach to take the staff to and from the office to the venue to save on expense claims for mileage and car parking.
- Arrange the function on a night when the hotel or venue is not normally as busy. You are much more likely to negotiate a discount on a week night than on a Friday or Saturday night.
- Cut back on the additional extras such as table centre pieces, flower arrangements and branded/personalised items. You can however make your own centre pieces or print your own menus and table plan.
Who should sit with who? This nearly always causes headaches for companies and individuals alike. There are various ways to decide on the seating plan.
Should we make the bar a free bar? This is a tricky one. Whatever you decide though, as a company or organiser, it is your responsibility to encourage your attendees to drink responsibly.
A lot of the staff are new to the company, how can we break the ice?
The workforce is all different ages, how can we keep them all entertained?
How can we make the event memorable?
Pinpoint Marketing has over 10 years of experience in arranging meetings and events. For more information on how we can help with your events, get in touch by email today.