Knock, knock: The next company event is just around the corner! Whether it’s a kick-off, Christmas party, team building or Workation – a company event is only as good as its planning. That’s a lot of responsibility, isn’t it? Don’t worry, as team building organizers, we have a lot of experience in planning the perfect event. With the help of our event manager & team trainer, Theresa, we’ll show you the key steps in event execution. Whether you get help from external organizers or take the planning into your own hands – with this guide, your corporate event is guaranteed to be a success!
Definition: Supporting program to your team event
Short spoiler: Unfortunately, we cannot plan your complete team event for you, as these are often organized for internal company reasons and are therefore very individual. However, we recommend planning a supporting program to accompany these events.
What do we actually mean when we talk about a corporate program for team events? Corporate events are events where a team or group of people come together to have fun or strengthen their cooperation. In this context, social programs are a fantastic opportunity for employees to meet outside of their usual work environment and gain new experiences in a relaxed atmosphere. From sports competitions to outdoor adventures to creative workshops, there are a variety of team events that foster team spirit and improve relationships within the group. They strengthen the bond and cohesion within the team and at the same time offer a change from the main program.
How to plan a supporting program for your teamevent
The perfect supporting program can either complement your corporate event perfectly or turn it into an absolute flop. From the idea to the actual implementation, however, there are a few steps that need to be taken into account. Our team trainer Theresa tells you how we implement social programs for our clients.
Step 1: Self-organization or external help?
Whether you choose to organize your event on your own or seek external assistance is entirely up to you. Self-organization may allow you to add a personal touch to your event and save some coin. That’s why smaller companies in particular prefer this option.
However, event planning involves intense preparation, follow-ups, and on-site management. As a result, an increasing number of organizations opt to seek support from external experts and team building providers.
If you decide to hire an external organizer for your social program, experience shows that Google is the first port of call. Many of our customers also find us through personal recommendations. Which provider and program is the perfect choice for you depends on various factors, for example:
Step 2: Find a provider and sort out the basics
Organizing your team event with the help of an external provider can save you a lot of time and resources. The choice of the ideal provider depends on various aspects, such as:
- Your location
- The desired mode (offline or online)
- The event focus (fun- or content-oriented)
Most providers already give input and inspiration on existing events & formats offered on the website. In our case, we distinguish between team building and team development. The former covers entertaining team building games that are perfect as a supporting program for corporate events. Our team development formats offer stand-alone workshops that deal with deeper problems.
You have found the perfect provider for your team event? Then you should contact them as soon as possible and start planning. In our experience, the first phase of event planning usually goes in two ways:
First contact through website
As with many other providers, a large proportion of bookings happen directly via our website. In Germany and Austria, we offer stand-alone programs, such as our Team– and City-Challenges. Thereby, from 25 team building tasks, you can choose 3-8 suitable challenges for your team. The more tasks, the longer your social program will last. Nowadays, most providers also offer a vast variety of remote programs. Using the clever Eventdesigner you can easily select the right tasks and formats for your event and forward them directly to our sales department, which will then process the offer further.
Top-Tip:
Most team building providers have a chat box directly on their website. This way, you can quickly get answers to your burning questions. During our core times (8 a.m – 5 p.m.), there is always an account manager in the chat who is there for you.
Personal contacts
Regardless of how an initial offer is made, our account managers will organize a follow-up call to clarify any questions or incorporate initial change requests. If an individual concept is developed, an event manager is often invited to the coordination meetings in order to draw on their expertise. The same also applies if the request is already very precise and detailed. For the company, there is always an event manager and an account manager as a direct contact person.
Step 3: Event planning
Preparation for Online Events
The platforms used for online events may vary from provider to provider. Many of our online formats take place on the platform Gather.town, which offers a particularly immersive and interactive environment. Depending on the number of participants, format, and specific requirements, the event manager selects the ideal space. For many of our formats, there are existing rooms specifically designed for the respective team building game. However, for special events, it may be necessary to create a completely new Gather room.
Quizzes are also an absolute favorite as a supporting program due to their (relatively) simple execution and adaptability. Especially if you manage a remote team, a quiz in between is a sure guarantee for fun and interaction in your team. It also gives participants the opportunity to recover from the input part. For online events, our team travel quiz is considered one of the most booked tasks. Upon request, our event managers will prepare individual questions related to your company or the respective industry. The duration of this online format can also be individually selected, with one hour being the minimum. Perfect if there is only a small time slot available in your program.
Planning offline events typically requires more extensive preparation compared to online formats. However, they also offer more personalized and interactive opportunities. Even for in-person events, the duration and format can be individually tailored.
Classic preparation tasks include detailed clarifications, such as developing individual questions for our quiz format, planning routes for our city challenge, or selecting suitable team building activities. All of this is done in coordination with the company’s contact person. The event manager also coordinates with the venue in advance to ensure all details regarding the setting, seating arrangements, and open spaces for team building activities are sorted out.
Top-Tip:
In order to capture the beautiful moments of the social program for eternity, we recommend appointing a person responsible for photo material. For example, a photo package or event video can be booked for our events.
Step 4: Event day execution
Step 5: Event follow-up
#1 Feedback
Firstly, the provider will probably gather feedback on the event and the overall process. Speaking from experience, events don’t always go exactly according to plan, and our event managers sometimes need to improvise if there are technical or weather-related challenges. Feedback from our clients is incredibly valuable for continuously improving our services. This applies to all stages of the event process, from the initial contact to the actual event day.
Even if you’re organizing the event without external assistance, it’s worthwhile to gather feedback from the participants. This can help you draw important lessons for future events and assess whether the event met their expectations.
#2 Invoicing
The timing and process of invoicing may vary depending on the organizer and the agreement. Typically, a deposit is paid for events, and the remaining balance is settled 1-2 weeks after the event. In our case, if an event is booked on short notice, the full payment can be arranged to be made after the event. We value the individual requirements of our clients in this regard.
Many providers are happy to accommodate your personal requirements, which may lead to additional steps during the event follow-up. For our offline formats, for example, you can add a photo package capturing the memorable moments of your event for eternity. This package will be delivered to the company within a week after the event.
VIDEO: Online Team Building Explained
FAQs Corporate Event
What is the purpose of corporate events?
Why and how a company holds corporate events can have completely individual reasons. In general, corporate events serve as a great opportunity for employees to come together, network and foster their relationships, while also being reminded of the vision and purpose the company itself is trying to cultivate.
Are company events good for businesss?
Yes! After a successful company event, your employees will return to work with a renewed sense of motivation that can have a positive impact on your team’s productivity.
