Organizing an event can be made easier with careful planning, timely preparation, and above all, a sense of humor along the way.
Guidelines for Organizing an Event:
Pre-Event Preparation
1. In case your company does not have an existing 'Cultural Committee' to organize corporate events, create a 'Sports Committee' with representatives from all divisions/departments. Hold frequent daily/weekly meetings to discuss, plan, and assign responsibilities for the event.
2. Brainstorm ideas and give the football match a unique, attractive 'Event Name' and a catchy 'Tagline.' Remember to be flexible for modification and development of the idea.
3. Develop the concept of the event.
4. Do event-budget planning and get approvals from concerned parties. Corporate events do not need to be lavish and over-the-top for employees to appreciate them. A simple event that provides everyone a break from routine will be equally welcome and also economical to organize.
5. Fix the event's agenda and date. Do you want to have an all-day event, or is it going to stretch across a few days?
6. Finalize the venue for the event.
7. Find sponsors to support your event.
8. Send a catchy "Invitation Mailer" to all employees across the company, inviting them to participate. Keep sending reminder "Countdown Begins" mailers to develop curiosity and enthusiasm among the employees for active participation in the event.
9. Get 'Volunteers' from among the employees to support the core team in organizing the event.
10. Circulate brochures, and put up posters and banners across the organization, canteen, etc.
11. Arrange logistics - make arrangements for trophies, sports material, corporate sport shirts, caps, food and refreshments, transport, chairs, tables, backdrops, microphones, speakers, computers, LCD projectors, podiums—anything that needs to be set up at the venue for participants and employees attending the event.
On the Day of the Event
1. Circulate a contact list with mobile numbers to all volunteers.
2. Review the chain of command in case of any emergency.
Post Event
1. Give a vote of thanks at the end to all participants, employees, volunteers, and sponsors for making the event a great success.
2. Close off the budget.
3. Hold a brief session to look at ways of improving future events.
Regards.