Many small companies do their own event planning. This may be a yearend function or an annual golf day. The public relations or human resources personnel are often tasked with such an event, if the company is big enough to have such divisions.
However, small companies of twenty people can hardly justify an entire division or even a professional event planning company to do the arrangements for them; the budget often simply does not allow for this. These self-planned events are subsequently rather simple in concept and execution and may mean the booking of a lapa in a game reserve, the services of a caterer and a lot of alcohol to up the enjoyment levels at the lack of something better!
Larger companies take event planning more seriously and may contract in a company to do it for them. There is usually a vast list of services to choose from, budget permitting.
A teambuilding exercise is a sound example. Event planners usually have packages at the ready for the client’s perusal. Such an event may be a canoe expedition on the Vaal River at Parys. The event planner can arrange for transport to the venue, as well as accommodation and meals. They also organise the activities that take place as part of the teambuilding exercise. Outdoor activities must take cognisance of the physical condition of the employees and the possible dangers associated with activities such as river rafting and obstacle courses. Refreshments and first aid are important. There should be supervision, roll call and everything must be properly coordinated and organised as to prevent panic, confusion or danger to life and limb.
Event planning is an art and a professional event planner’s arrangements run smoothly. There is always a Plan B, so as to not interrupt the flow of a successful event, and contingency planning is part of the job. The successful event planner is hardly noticed. If afterwards, everybody speaks enthusiastically about the event and how they had enjoyed it, the event planner has done a good job of work.
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