In a perfect world, planning a corporate gala dinner would be a breeze. Unfortunately, we don’t live in a perfect world and a lot of things could go wrong when planning black tie events for your company.
The good news is, you don’t have to be an expert to be able to make your gala dinner successful. You just have to follow certain guidelines to the letter, and you’ll be all set. Here are some tips gather from this event planning company while working with them.
So let’s get started, shall we?
Step 1: Determine your purpose.
Before you even start planning, you have to first determine the purpose of the gala dinner. What are you celebrating the occasion for? Who are your guests? Is it just your company’s employees and VIPs, or are you also inviting clients, suppliers, distributors, and customers? What is your objective for this event?
Every other step in this planning process will revolve around the purpose of the gala so make sure this aspect has been addressed before moving forward.
Step 2: Form a committee.
Obviously, you can’t organize a gala on your own so you need others to help out too. Since this is a company event, you can ask the people in your department or other departments to be part of the committee.
Step 3: Analyze costs.
Your committee (which you’re part of, of course) should sit down and decide on the budget. Usually, your company will give you a ballpark figure of how much they are willing to spend for the event and you have to work within this budget. However, if your planning team thinks the budget is too low, you can send a proposal or a request asking for a bigger budget.
Step 4: Set the date.
The thing is, you’ll need to have several possible dates before you can decide on the date for the gala dinner. This is because you have to consider the availability of the venue, the guests, the speakers, and so on.
Step 5: Choose your venue.
Once you’ve picked several dates, decide on the venue and then call them to check if they’re booked on the dates you’ve chosen. When choosing your venue, take into consideration factors such as the number of guests you’ll have, the theme of the event, the location of the venue, the costs, and even the facilities and amenities they have.
Step 6: Decide on who the emcee and key note speakers will be.
This is an important decision to make. The emcee can set the tone for the gala dinner so you have to choose carefully. He must have a pleasant voice, a great personality and most of all, he must know how to keep the audience entertained.
Your choice of speakers, on the other hand, will depend on the theme of your gala. As a general rule, the speakers invited to gala dinners are highly accomplished and well respected individuals in your community who inspire and motivate others to do great things.
Step 7: Create a to-do list.
This list should include the tasks that need to be done days before the event as well as on the night itself. You can assign to-do lists to each member of your committee, such as assigning a person to take care of the food and drinks to be served, the gifts that will be given to the speakers, awardees, and guests, the venue decorations, as well contacting a photographer and videographer to document the entire event.
Planning and organizing a gala dinner is a gargantuan undertaking. It takes months and even a year of planning to ensure its success. It also entails a lot of stress and frustration, and there’s never a guarantee of absolute success.
So unless you’re 100% committed to spearheading your gala dinner and have all the time in the world to put into this endeavor, you might be better off hiring a professional event management company such as www.eventmanagementsydney.biz to take care of all the dirty work for you. It may cost you money but at the very least, you can expect a MUCH better outcome than if you did everything yourself.